Project Administrator

JOB TITLE

Project Administrator

BUSINESS LINE

LEI (Malaysia)

REPORTING (N+1)

Manager, O&M

ROLE DESCRIPTION

The Administrative Executive plays a key role in ensuring smooth day-to-day office operations by providing comprehensive administrative and operational support. This position serves as a central point of contact for employees and management, supporting office efficiency, compliance, and a positive workplace environment. Fresh graduates are encouraged to apply.

Key Responsibilities

• Organize and maintain physical and digital files, records, and documentation to ensure ease of access and accuracy


• Manage office supplies, monitor inventory levels, and coordinate procurement as needed


• Assist in the preparation and tracking of budgets, invoices, and financial reports


• Answer and direct phone calls, emails, and general inquiries to the appropriate personnel


• Coordinate and schedule meetings, appointments, and calendars for executives and senior staff


• Serve as the main point of contact for employees, providing administrative support and responding to queries


• Maintain an organized, clean, and functional office environment


• Support HR-related activities, including onboarding of new hires and preparation of employee documentation, managing the work roosters and reviewing timesheets


• Assist in planning, coordinating, and executing office meetings, events, and internal activities


• Manage office layout and workspace arrangements to accommodate operational and staff needs


• Maintain accurate records such as contracts, invoices, and employee files


• Develop and implement administrative systems and processes to improve efficiency and communication


• Monitor compliance with company policies, procedures, and workplace safety standards

LOCATION

Malaysia

CURRENT HAY LEVEL / JOB GRADE

H20

INTERNAL INTERFACES

• O&M team


• Engineering / Technical/ Project Team


• Health, Safety & Environment (HSE) Team


• Support teams like HR, Finance, IT and Procurement team

EXTERNAL INTERFACES

• Clients / Customers – for coordination of project updates, documentation submissions, and administrative support


• Vendors / Suppliers – for purchase orders, delivery tracking, and related documentation


• Contractors / Subcontractors – for scheduling coordination and compliance documentation

EXPERIENCE/ EDUCATION

• Minimum Diploma or equivalent; Associate or Bachelor’s degree in a related field is preferred


• Prior experience in office administration, executive assistance, or a related role is an advantage; fresh graduates are welcome to apply

SPECIFIC SKILLS/ KNOWLEDGE

• Demonstrates strong organizational and time management capabilities, with the ability to effectively manage multiple priorities simultaneously


• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook


• Excellent verbal and written communication skills, with the ability to collaborate effectively in a hybrid working environment


• Proactive, adaptable, and solutions-driven, with a continuous improvement mindset


• Strong attention to detail and the ability to work independently with minimal supervision


• Committed to fostering an inclusive environment and contributing to a positive team culture


• Strong operational and business acumen, with a solid understanding of end-to-end operations, cost drivers, KPIs, and the impact of safety, reliability, and performance on business outcomes and customer satisfaction


• Demonstrates the ability to influence compliance and risk management practices, particularly in health, safety, and environmental standards, to ensure regulatory adherence and business continuity


• Drives operational efficiency, service excellence, and continuous improvement through effective collaboration with internal stakeholders and external partners

SPECIFIC BUSINESS UNDERSTANDING & INFLUENCES

• Basic Operational Awareness: Demonstrates understanding of project workflows, timelines, and key deliverables, and how administrative support contributes to smooth project execution


• Compliance & Process Adherence: Follows established procedures and supports documentation control to ensure alignment with internal policies, contractual requirements, and basic regulatory standards


• Coordination & Support Impact: Contributes to team efficiency by ensuring accurate data, timely updates, and effective coordination with stakeholders, supporting overall project performance