Senior Admin Executive (Department Coordinator)

Job Description

Position Title: Senior Admin Executive (Department Coordinator)
Department: Project Management
Location: Menara Southpoint, Mid Valley Kuala Lumpur

Summary

We are seeking a proactive and detail-oriented Senior Admin Executive to join our Project Management department. This role is integral to ensuring smooth administrative operations, supporting project managers, and facilitating communication within the department and with external stakeholders.

Key Responsibilities

Administrative Support:

Maintain and manage project documentation, correspondence, and reports.

Organize and schedule meetings, prepare agendas, and meeting presentation slides.

Track project timelines and update team members on key milestones and compile in centralized master list.

Responsible in the preparation and coordination of RFP (Request for Proposal) submissions.

Coordination arrangement:

Liaise with finance team, clients, contractors, and suppliers on billing matters.

Assist in preparing compiling required document for project proposals, tenders, and reports.

Report to HOD on monthly project budgets, invoices, and billings.

Departmental Support:

Manage filing systems and departmental records in SharePoint.

Coordinate with other departments to facilitate operational needs like HR, Finance, Etc.

Support team members with ad hoc requests and special projects.

Assist directors to submit expenses claims.

Assist to renew team members license and membership from related institutions (eg. CIDB).

Compliance and Quality Control:

Ensure all project documents and processes comply with company policies and standards.

Maintain confidentiality of sensitive information and records.

Requirements

Bachelor’s degree in Business Administration, Project Management, or related field

1-3 years of administrative or coordinator experience

Candidates with experience in project-based environment and team coordination responsibilities will have added advantage.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams & SharePoint)

Strong organizational and multitasking skills.

Excellent written and verbal communication skills.

Ability to work independently and as part of a team in a fast-paced environment.

Detail-oriented with a high degree of accuracy.

Proactive, resourceful, and solution-focused mindset.

Strong interpersonal skills to liaise with various stakeholders.