Project Admin

Job Title	Project Admin
Department	Project Team Department
Report to	Project Manager or such other person as may be instructed
Location	Based in Penang
Contract Type	Fixed-term 12 months contract, non-permanent
Summary	As a Project Admin, you will play a key role in ensuring smooth administrative operations from preparation of quotation to closing of accounts. The ideal candidate will have strong organizational skills, a collaborative mindset and solid understanding of workflows.

Core duties and responsibilities

Quotation and Sales Order Management

Upon receiving Request for Quotation from clients, prepare quotation form, obtain quotation details and approval signatures from operations team and send to customer
Respond to customer enquiries and emails, including sending quotations and follow-ups
Create and manage Sales Order upon receiving Purchase Order from customer promptly and accurately
Check cost against quotation provided and prepare Handover Checklist
Provide handover checklist to Operations to start work
Ensure proper tracking and records of Quotation, Sales Order and Handover Checklist

Work Order Handling

Verify actual cost received from sub-contractors against quotation
Inform Operations to issue Work Order accordingly
Verify supplier Purchase Order received from purchasing department against our quotation to customer

General Documentation and Administration

Manage and route customer complaints to relevant Operations personnel
Support administration and coordination of ISO procedures and reports
Provide general administrative support for project coordination and documentation
Receive, record, distribute and file all original and softcopy documentation (e.g., Quotation, Sales Order, Purchase Requisition, Purchase Orders, Delivery Orders, Handover Checklist) reference numbers properly and promptly
Perform other duties assigned by Management from time to time

Requirements

Diploma or Degree in Business Administration, Construction Management or related field
2+ years of experience in project administration, preferably in maintenance related field
Proficient in Microsoft Office Suite and project management software
Strong communication and interpersonal skills
Able to multitask and manage priorities in fast-paced environment
Familiarity with quotation, sales order and work order process

Job Specification

Experience

Bachelor’s degree in Business Administration, Management, Corporate Administration, Secretarial Studies or a related discipline
Minimum 5–8 years of experience in executive secretarial support, preferably supporting C-suite executives within a PLC, GLC, or multinational environment
Experience in coordinating Board, Board Committee, and senior management meetings

Special Skills and Knowledge

High level of discretion and integrity in handling confidential and sensitive information
Advanced proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, and Word)
Good communication and interpersonal skills
Strong attention to detail and accuracy
Ability to manage multiple priorities, work independently with minimal supervision and exercise sound judgement
Adaptable and able to work effectively in a fast-paced environment

Working Conditions

Based at the corporate office with regular interaction with the GCEO, senior management, Board members, and external stakeholders
May be required to work beyond normal office hours to support meetings, events, travel arrangements, and urgent business requirements
Required to maintain a high level of responsiveness and flexibility to accommodate changes in schedules and priorities

Physical Requirements