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PROJECT ADMINISTRATOR (CLIENT-SIDE)
Thirupathi International Sdn BhdPenangMalaysia, Penang, Malaysia1 hari lalu
Penerangan pekerjaanMonitor submission schedules and track deliverables from consultants and contractors. Support the project manager in updating schedules, dashboards, and progress reports. Coordinate between internal departments, consultants, and contractors on project-related matters. Maintain an organized filing system for project documents, including submissions, correspondences, minutes, and approvals. Ensure proper version control and timely distribution of documents to relevant parties. Maintain logs / registers for drawings, RFIs, VO, AI / MI, technical queries, etc. Compile and format data for weekly / monthly project progress reports. Assist in the preparation of internal memos, management reports, and board papers. Ensure documentation complies with ISO, audit, and internal governance requirements. Monitor progress claims, variation orders, and payment tracking. Liaise with internal finance and contract teams to ensure timely processing of approvals. Maintain logs for claims, VO submissions, approvals, and payments. Assist the project team in tracking procurement schedules and material delivery status. Coordinate with suppliers and contractors to ensure timely procurement documentation and compliance with specifications. Maintain procurement logs and update procurement status reports for internal review. Assist in preparing presentation materials, brochures, and project updates for client stakeholders. Coordinate with the corporate marketing team for branding and communication needs related to the project. Support organizing client-side project launches, ground-breaking, or promotional activities when required. Possess a Diploma or Degree in Business Administration, Project Management, Construction Management, or related discipline. Minimum 2 years of working experience in a consultant’s or contractor’s office environment. Good communication skills, detail-oriented, and able to work independently and in a team.
The Project Administrator (Client-Side) plays a key administrative and coordination role in supporting the client’s project management team. This includes managing communication with consultants and contractors, handling documentation and approvals, preparing progress reports, and maintaining organized records. The role is especially responsible for preparing and distributing formal meeting minutes for both external (CCC) and internal project meetings.
Key Responsibilities
Meeting Coordination & Minutes
- Schedule and coordinate Client–Consultant–Contractor (CCC) meetings and internal project meetings.
- Prepare meeting agendas, attendance sheets, and supporting documents.
- Take accurate meeting minutes during CCC and internal meetings, capturing all key decisions, discussions, and action items.
- Distribute minutes to all parties within 48 hours of the meeting.
- Track and follow up on outstanding action items from previous meetings.
Project Coordination
Document Control
Reporting & Compliance
Procurement Support
Marketing Support
Qualifications
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Project Administrator • PenangMalaysia, Penang, Malaysia
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