Project Administrator

7 days ago

Kuala Lumpur, Malaysia IRMA Ventures Full time

Project Administrator Job Scope and DescriptionJob Scope:
The Project Administrator plays a crucial role in supporting the Project Director and ensuring the smooth execution of project tasks and activities.

Responsibilities include coordinating communication, tracking project timelines, assisting in negotiations, and facilitating internal and external correspondence.

**Responsibilities**

1. Official Secretariat Duties:

- Assist in negotiating with government bodies and embassies regarding event logistics and requirements.
- Coordinate meetings and follow-ups with government representatives to ensure compliance with regulations and obtain necessary permits.

2. Correspondence Management:

- Serve as the main point of contact for all internal departments and external stakeholders.
- Facilitate communication between project teams, ensuring timely exchange of information and updates.

3. Time Tracking and Project Timing Management:

- Develop and maintain a project timeline, including deadlines for tasks and sub-projects.
- Track project progress against established timelines and identify potential delays or bottlenecks.
- Coordinate with team members to ensure tasks are completed on time and within budget.

4. Meeting Coordination and Documentation:

- Schedule and organize project meetings, including arranging venues and sending out invitations.
- Attend meetings alongside the Project Director to take notes and record key decisions and action items.
- Assign tasks and responsibilities to team members based on meeting outcomes and follow up to ensure timely completion.
- Prepare meeting agendas, presentations, and reports as needed.

5. Administrative Support:

- Provide general administrative support to the Project Director and project teams, including managing calendars, arranging travel, and processing expense reports.
- Maintain accurate records and documentation related to project activities, contracts, and agreements.
- Assist in the preparation of project reports, presentations, and other deliverables as required.

The Project Administrator's role is essential for maintaining effective communication, managing project timelines, and ensuring the successful execution of project tasks.

**Qualifications**

1- Excellent Communication Skills:

- Proficient in verbal and written communication to effectively interact with internal teams, external stakeholders, and government representatives.

2- Organizational Skills:

- Strong organizational abilities to manage multiple tasks simultaneously and prioritize responsibilities according to project needs.
- Attention to detail in coordinating meetings, scheduling, and documentation management.

3- Time Management:

- Effective time management skills to meet project deadlines and ensure timely completion of tasks.
- Capability to manage project timelines, track progress, and identify potential delays.

4- Interpersonal Skills:

- Excellent interpersonal skills to build and maintain positive relationships with team members, clients, and stakeholders.
- Ability to work collaboratively in a team-oriented environment and resolve conflicts professionally.

5- Analytical Thinking:

- Analytical mindset to assess project requirements, identify challenges, and propose practical solutions.
- Critical thinking skills to evaluate project progress and make data-driven decisions.

6- Education:

- Bachelor's degree in Business Administration, Project Management, Communications, or a related field preferred.
- Additional certifications in project management or administration would be advantageous.

7- Experience:

- Prior experience in project coordination, administrative support, or similar roles is desirable.
- Familiarity with negotiation processes, government liaison activities, or event management would be beneficial.

8- Computer Proficiency:

- Ability to adapt to new technology platforms and project management tools as required.

9- Adaptability:

- Flexibility to adapt to changing project requirements, priorities, and environments.
- Willingness to learn and develop new skills to enhance job performance and contribute to project success.

10- Problem-Solving Abilities:

- Strong problem-solving skills to address challenges and obstacles encountered during project execution.
- Resourcefulness in finding creative solutions and mitigating risks to ensure project objectives are met.

**Job Type**: Temporary
Contract length: 12 months

**Salary**: RM3,000.00 - RM4,000.00 per month

**Benefits**:

- Cell phone reimbursement
- Flexible schedule
- Opportunities for promotion
- Professional development

Schedule:

- On call
- Weekend jobs

Supplemental pay types:

- Performance bonus
- Yearly bonus

**Education**:

- Diploma/Advanced Diploma (preferred)

**Experience**:

- Microsoft Powerpoint: 1 year (preferred)
- Event Management: 1 year (preferred)
- Time management: 1 year (preferred)

**Language**:

- English (required)

**Location**:

- Kuala Lumpur (required)

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