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This job is about keeping projects organized and on track. You might like this job because you’ll manage documents, coordinate meetings, and support the team, all while ensuring everything runs smoothly and stays within budget!
Undisclosed
Sunway Putra Tower, Kuala Lumpur, Kuala Lumpur
Job Description
Key Responsibilities:
1. Project Documentation & Administration
a. Prepare, update, and maintain project documents, including meeting minutes, progress reports, schedules, action logs, and filing systems.
b. Organise and maintain project folders (physical and digital) to ensure accuracy, completeness, and version control.
c. Assist in preparing project proposals, tender submissions, presentations, and technical documents.
2. Meeting Coordination & Communication
a. Schedule project meetings, workshops, briefings, and follow-up sessions.
b. Prepare meeting agendas, take minutes, and circulate action items to relevant stakeholders.
c. Support communication between project teams, clients, consultants, vendors, and internal departments.
3. Project Tracking & Monitoring
a. Update project trackers, Gantt charts, dashboards, and progress summaries.
b. Assist the Project Manager in monitoring project timelines and deliverables.
c. Follow up with stakeholders on pending tasks, outstanding documents, and deadlines.
4. Financial & Procurement Support
a. Assist in preparing procurement documents, quotations, purchase requests, and invoice tracking.
b. Maintain records of project expenses and assist with budget monitoring (if required).
5. Quality, Compliance & Reporting
a. Ensure adherence to organisational SOPs, project management procedures, and documentation standards.
b. Support UAT/FAT scheduling, documentation preparation, and report compilation.
c. Prepare weekly or monthly project status reports and administrative summaries.
6. General Support to Project Manager
a. Coordinate travel arrangements, logistics, venue bookings, and project-related resources.
b. Manage communication lines such as email correspondence and project helpdesk channels.
c. Perform any other administrative tasks required to support project delivery.
7. Carry out any other duties as assigned from time to time to support overall project and organizational objectives.
Job Requirements
Skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, or equivalent tools.
• Basic understanding of project management processes, templates, and documentation.
• Ability to maintain project files, track progress, and support reporting activities.
• Familiarity with tools such as MS Project, Trello, JIRA, or Asana (optional but beneficial).
Required Knowledge
• Understanding of deliverables, milestones, dependencies, and risks.
• Knowledge of proper document formatting, filing standards, and naming conventions.
• Understanding of document versioning and approval workflow.
• Knows how to prepare structured reports, summaries, and dashboards.
• Knowledge of scheduling, calendar management, and event coordination.
• Understanding how to manage logistics for meetings, workshops, and reviews.
• Knowledge of financial documentation and record-keeping.
Company Benefits
Comprehensive Health Insurance
Covers a wide range of medical, dental, and vision expenses to keep you and your family healthy.
Paid Time Off
Enjoy vacation days, personal leave, and holidays to relax and recharge without losing income.
Professional Development Opportunities
Access to training programs and workshops to enhance your skills and advance your career.
Flexible Work Arrangements
Options for remote work or flexible hours to help you maintain a healthy work-life balance.
Retirement Savings Plan
Employer-sponsored plan to help you save for your future and ensure financial security in retirement.
Additional Info
Experience Level
0 - 10 Years of Experience
Job Specialisation
Company Profile
