Project Admin Officer

Responsibilities:

1. Record Management

• Maintain and standardize a systematic filing system and archiving records for easy retrieval and storage
• Record and coordinate on incoming documentations including checking, scanning, record and sorting by projects
• Develop and maintain reference for any requested document
• Reviews each document for conformity and accuracy
• Ensures delivery and receipt of all documents by deadlines
• Compliance to ISOP procedures to ensure all standard established are adhered to

2. Meeting Coordination

• Maintaining, scheduling and coordinating meeting appointments with external parties
• To assist on details schedule & timeslot of Internal Project Meeting, Client-Consultant Meeting and any others meeting deems needed.
• Make the logistic arrangement for the meetings before and after i.e. venue, facilities, refreshment etc.
• Send out calendars invites and related documents to participants, follow-up on attendance and appointment
• Prepare meeting agenda, records and distributes minutes of meeting for safe keeping

3. Sales Gallery/Office & Project Administration

• Manage and responsible for all service provider scope of works such as Security Firm, Cleaning Company, Refuse Collection, Landscaper, Air-conditioner, etc including work done verification and processing of monthly claims.
• Manage and responsible for all utilities provided by others to the building including TNB, AIS, TM, IWK, etc including work done verification and processing of monthly bills.
• Provide liaison between PTL, project team members and other internal / external parties as and when required
• Involved in preparation of correspondences from respective development for letters to relevant parties
• Assist to monitor the inflow / outflow of the correspondence / Management Paper and relevant documentations
• Carry out general administrative tasks to ensure smooth operation of respective development
• Filing and dealing with important documents and filing system
• Act as the point of contact for internal and external clients and provide general support to visitors and liaison with staff enquiry or customer complaints.

4. Project Payment

• Assist in preparing Certificate of Payment (COP) on claims submission and getting relevant signatories.
• To follow-up with Finance Department on COP and cheque status.
• Assist in preparing cheque requisitions for fees submission to relevant authorities.

5. OPEX & CAPEX Yearly Budget and Office Inventory

• Prepare and monitor the yearly budget and coordinate with treasury/finance/procurement department for all matters related to procurement and purchasing purpose.
• Check inventory of office supplies and process all purchase requests/e-PR in the PCMS system within allocated budget and to ensure timely delivery of items requested
• Update the inventory and AOP tracking once item is completely purchased and delivered

6. Project Reporting

• Compile information/data from the respective projects for monthly progress report
• Assist to consolidate and prepare monthly project reporting for respective PTL’s review
• Submit timely reports and prepare presentations/proposals as assigned

Requirements:

• Professional Certificate/Diploma in any equivalent discipline.
• Total Work Experience: 4 to 6 years.
• Total Relevant Experience: Minimum five (5) years’ experience as Administrator in building management and/or property developer.
• Proficient in Microsoft Office, Teams and any Internet Applications.
• Well-versed in systematic document control and knowledge in quality management.
• Able to work independently with less supervision.
• Good command of English and Bahasa Malaysia, both written and spoken.
• Ability to plan, organise and familiar with budget costing.