Senior Executive, Project Support

• Take ownership of day-to-day project support activities across assigned projects.
• Coordinate project information, documentation and follow-up between project teams, consultants, subcontractors, suppliers and head office.
• Monitor key project deliverables, outstanding matters, material requirements and deadlines.
• Prepare and review project trackers, reports, meeting minutes and management updates.
• Follow up on outstanding actions and ensure matters are properly closed.
• Identify administrative or coordination gaps that may affect project progress and "escalate them early."

Procurement & Material Coordination

• Coordinate procurement activities including quotations, purchase requisitions, purchase orders and supplier documentation.
• Review quotation comparisons and supporting documents before submission for approval.
• Coordinate with suppliers and project teams on pricing, availability, specifications and delivery schedules.
• Monitor material procurement and deliveries against project requirements and highlight potential delays.
• Maintain visibility over outstanding purchases, deliveries and supplier matters.
• Guide junior Project Support team members on procurement processes and documentation.

Project Administration & Document Control

• Oversee project documentation, filing systems, registers and document control requirements.
• Ensure drawings, submissions, approvals, correspondence and project records are properly maintained and traceable.
• Review project documentation for completeness and accuracy before submission where required.
• Support Engineers and QS teams with project paperwork, records and administrative coordination.
• Ensure project support processes and records are consistently maintained across the team.

Team & Process Improvement

• Provide day-to-day guidance and support to Project Support Executives.
• Coordinate workload and priorities within the project support function when required.
• Develop and improve trackers, templates, workflows and administrative processes.
• Identify recurring operational issues and recommend practical improvements.
• Support the Project Office Manager in improving project support systems, controls and reporting.
• Take on greater project support leadership responsibilities as the role develops.

Requirements

• Diploma or Degree in Business Administration, Construction Management, Quantity Surveying, Procurement or related field.
• Minimum 5 years of relevant experience in property development, construction, main contractor or related project environment.
• Strong experience in project/site administration, procurement coordination and construction documentation.
• Good understanding of purchase requisitions, purchase orders, quotations, delivery orders and supplier coordination.
• Able to independently coordinate multiple projects, priorities and stakeholders.
• Strong organisational, documentation and follow-up skills.
• Confident communicating with project teams, consultants, subcontractors and suppliers.
• Proficient in Microsoft Office, particularly Excel and Word.
• Experience guiding junior team members or coordinating administrative/support functions is an advantage.
• Proactive, structured and accountable, with the maturity to identify problems and drive matters to closure.

We are looking for an experienced project support professional who is ready for more than administration — someone who can take ownership, improve how the team works and progressively grow into a project support leadership role.

Why Join EXAL Malaysia?