Key Responsibilities:
1. Project Administration & Documentation
- Provide administrative and documentation support directly to the Project Manager and HOD.
- Maintain proper document control and file management for drawings, contracts, and correspondence.
- Ensure all documentation complies with company standards and is easily retrievable.
- Prepare and compile tender documents, authority submissions, and project handover files.
- Assist in preparing submission documents for landlords, authorities, and building owners.
- Follow up on approval statuses to ensure timely submission and compliance.
2. Site & Project Coordination
- Conduct site visits to gather progress updates, take photos, and report to the HOD.
- Assist in tracking defects and ensure corrective actions are documented and closed.
- Support project coordination with contractors, designers, and suppliers to ensure timely delivery.
- Assist in checking and reviewing contractor quotations and supplier proposals.
3. Financial & Procurement Support
- Prepare and submit payment requests to the Finance Department when required.
- Raise and process Purchase Orders (POs) for project-related materials and services.
- Track and update payment schedules, ensuring timely processing of invoices and claims.
4. General Support & Communication
- Handle routine follow-ups with contractors, suppliers, and internal departments.
- Support ad-hoc research, data gathering, and coordination tasks as assigned.
- Maintain confidentiality and professionalism when handling project information.
- Provide support for departmental meetings, reports, and internal updates.
Qualifications & Requirements:
- Diploma or Degree in Business Administration, Project/Construction Management, Interior Design, Architecture, Quantity Surveying, or a related field.
- Minimum 23 years of relevant experience in project coordination or administration.
- Experience in construction, interior fit-out, or F&B projects is an added advantage.
- Proficient in Microsoft Office (Excel, Word, PowerPoint) and AutoCAD.
- Excellent communication skills in English and Bahasa Malaysia (both written and verbal).
- Highly organized, detail-oriented, and able to multitask under tight deadlines.
- Strong interpersonal and coordination skills with a proactive problem-solving attitude.
- Able to work independently and as part of a team.
