PROJECT SECRETARY

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We are seeking a highly organized and proactive Project Secretary to provide project coordination and secretarial support to the Managing Director. The role is responsible for managing schedules, handling correspondence, organizing meetings, preparing documents and maintaining records. This position will be reporting to the Managing Director and also assisting the project team in project execution and operation.

JOB DESCRIPTION

MD’s Office Administration

Manage the MD’s calendar, schedule meetings, appointments and personal matters

Arrange business travel, including flights, accommodation, and transportation

Handle day-to-day administrative tasks, including travel arrangements, filing and maintaining records

Take minutes of meeting as and when required

To undertake any other matters

Project Administration

Ensure effective follow up on project, assignment or task, including timeline, completion and actions to be taken prior to project meetings and Progress Report Meeting

Maintain contact lists (project, vendor and client), correspondence log and action log

Prepare documents such as progress, reports, correspondence, memos, presentation materials

Involve in project management, project coordination and implementation

Assist in site supervision and carrying onsite duties when needed

Manage and maintain project-related documentation

Ensure prompt payment from suppliers / vendors

Attend progress reporting meetings

Monitor actual cost versus budget of all the progress claims received from supplier and clients

Coordinate and schedule meetings as needed ensuring that minutes are written comprehensively and accurately and distributed to the relevant parties promptly

REQUIREMENT

Education & Experience

Minimum with Diploma or equivalent (preferably in Secretarial, Business Administration or project related field)

Experience working with senior executives or in a corporate setting is preferred

Prior experience in project coordination will be an added advantage

Skills

Organizational Skills : Ability to manage multiple tasks and priorities simultaneously, with attention to detail

Communication Skills : Excellent written and verbal communication, with the ability to interact with a range of stakeholders

Time Management : Ability to prioritize and manage time effectively to meet deadlines

Technology Proficiency : Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual communication tools (Zoom, Teams)

Problem‑Solving : Ability to anticipate needs and solve problems independently

Discretion & Confidentiality : Ability to handle confidential information with professionalism and care

Personal Attributes

Proactive and self‑motivated with a strong sense of initiative

Flexible and adaptable in a dynamic work environment

Strong interpersonal skills and the ability to build relationships across different teams and stakeholders

High level of professionalism and business etiquette

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Your application will include the following questions :

• How many years' experience do you have as a Project Secretary?
• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a secretary?
• How many years of project management experience do you have?
• Do you have secretarial experience?
• How would you rate your English language skills?

Manufacturing, Transport & Logistics 51-100 employees

Established in 1982, our company is now the leading specialized fertilizer manufacturer in Malaysia, with manufacturing and warehouse facilities in Klang, Sabah and Indonesia.

PKSJ has been delivering specialised fertilisers to major plantations in Malaysia for 30 years. Over the years, PKSJ has grown rapidly in strength, with an efficient manufacturing plant, fleet of cargo trucks, warehouse and range of agro products.

Our strength lies in our product innovations, precise engineering and agronomical support with strict emphasis on high product performance. Our production platform is one of its kind in the industry, allowing for custom made orders.

Having established our foundation and pioneered the industry, we are now at next phase of growth into producing specialised fertilizers for paddy, fruits, vegetables and organic market segments.

We are an ISO‑certified company and since year of 2017 till 2020 we have been awarded with several award.

Perks and benefits Medical Parking Group insurance coverage, clinical visit

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