Job Description

JOB OVERVIEW
One of our construction clients is hiring an Administrative Executive to support daily operations across project sites and the company office. This role plays a key part in coordinating between project teams, management, contractors, suppliers, and clients. The Executive ensures proper documentation, supports site activities, and maintains accurate records to help drive smooth and timely project execution.
JOB RESPONSIBILITIES
Office & Site Administration
Manage daily administrative tasks including handling correspondence, phone calls, and scheduling for both office and site teams.
Maintain organized filing systems for contracts, permits, technical drawings, and project reports.
Assist in procurement processes by preparing and tracking purchase orders, delivery orders, and invoices.
Support general office operations to ensure smooth coordination between departments and project sites.
Project Documentation & Compliance

• Prepare, update, and distribute project documentation such as progress reports, meeting minutes, and tracking sheets.
• Ensure adherence to safety standards and maintain ISO-related documentation where applicable.
• Coordinate timely submission of permits, licenses, and other statutory documents to relevant authorities.

Financial & HR Support

• Collect and compile staff timesheets, attendance records, and leave applications for payroll processing.
• Assist in payroll preparation, claims verification, and reimbursement processes.
• Monitor and record project-related expenses, including petty cash usage and budget tracking.

Coordination & Communication

• Act as a liaison between site teams, consultants, subcontractors, and the head office to facilitate smooth communication.
• Organize and schedule project meetings, including preparation of agendas, materials, and follow-up actions.
• Provide support in tender and bidding processes by preparing and compiling necessary documentation.

JOB REQUIREMENTS
Holds a Diploma or Degree in Business Administration, Construction Management, or a related field.
Brings relevant experience from construction, engineering, or consultancy environments.
Well-versed in construction workflows, terminology, and documentation standards.
Highly organized and capable of managing multiple tasks efficiently.
Proficient in Microsoft Office and familiar with project management tools.
Detail-oriented with strong record-keeping and documentation skills.
Communicates effectively in English and Bahasa Malaysia; Mandarin proficiency is a plus.
Self-motivated, team-oriented, and able to work independently with minimal supervision.
Knowledge of regulatory bodies such as CIDB and DOSH is an added advantage.
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Skills Required