Job Description

Job Description

Functional responsibility

• Project Management – Assist in project planning, documentation, and progress tracking.

• Facilities Management – Support daily operation activities including vendor coordination, maintenance scheduling, and inspections.

• Documentation & Reporting – Prepare meeting minutes, status reports, and presentation decks for management.

• Coordination Support – Liaise with internal departments, consultants, and contractors to ensure timely updates and task closure.

Role responsibility

• Assist in site visits, inspections, and preparation of progress reports.

• Update and maintain project documentation, drawings, and correspondence.

• Support tender documentation preparation, PR/PO tracking, and vendor record updates.

• Participate in internal meetings and assist in preparing slides, charts, and reports.

• Assist in monitoring preventive maintenance schedules and follow-ups with vendors.

• Update project trackers, cost summaries, and progress schedules.

• Any other task assigned by the Manager or team members in support of ongoing projects.

Functional Duties

Project Management

• Assist in preparing design briefs, project schedules, and progress tracking templates.

• Help organize coordination meetings with consultants and contractors.

• Prepare reports and follow up on technical and commercial submissions.

• Support procurement processes and document filing for project contracts.

Facilities Management

• Assist in vendor coordination, inspection of facilities, and documentation of service reports.

• Support the team in maintaining asset lists, maintenance schedules, and corrective action logs.

• Participate in site walkthroughs and inspections with the FM team.

Documentation & Reporting

• Prepare meeting minutes, progress reports, and PowerPoint presentations.

• Assist in consolidating cost reports and project dashboards.

• Maintain a proper filing system for all project and facility-related documentation.

Role Duties

• Assist the Facilities & Infrastructure team in the planning, coordination, and monitoring of ongoing projects and maintenance activities.

• Support the preparation of project schedules, progress tracking sheets, and cost summaries for management review.

• Participate in site inspections, collect data, and update progress reports for ongoing works.

• Prepare meeting minutes, reports, and documentation related to project and facility operations.

• Coordinate with consultants, contractors, and internal departments for information updates and task follow-ups.

• Support the team in maintaining and updating vendor databases, service records, and preventive maintenance schedules.

• Assist in reviewing contractor submissions and compiling technical documents for record.

• Update project and facility dashboards to ensure timely reporting to management.

• Perform other duties as assigned by the Manager or Senior Executives to support department deliverables.

Traits

• Good written and verbal communication skills in English and Bahasa Malaysia.

• Detail-oriented, organized, and able to multitask.

• Proficient in Autocad, Microsoft Excel, Word, and PowerPoint.

• Basic understanding of project coordination and engineering terms.

• Able to work independently with minimal supervision.

Job Requirements