Admin Assistant-project

4 days ago

Petaling Jaya, Malaysia San Francisco Coffee Sdn Bhd Full time

The Admin Assistant supports the Project and Business Development team in coordinating administrative, operational, and documentation tasks to ensure smooth execution of outlet development, renovation, and new business initiatives. This role plays a key part in maintaining project efficiency, vendor coordination, and internal communication across departments.

**Key Responsibilities**:
**Administrative Support**
- Provide day-to-day administrative support to the Project and Business Development team.
- Prepare and manage project documentation, reports, and correspondence.
- Maintain and update project databases, contract files, and vendor records.
- Assist in processing invoices, purchase orders, and payment tracking related to projects.
- Coordinate meeting schedules, prepare minutes, and follow up on action items.

**Project Coordination**
- Support project timelines by tracking progress, deliverables, and deadlines.
- Assist in liaising with contractors, suppliers, and consultants to ensure timely completion of tasks.
- Coordinate logistics for site visits, inspections, and handovers.
- Update and monitor project progress reports and highlight any delays or issues.

**Business Development Support**
- Assist in compiling data and preparing proposals or presentations for new business opportunities.
- Conduct basic market or competitor research as required.
- Support in preparing feasibility studies, cost estimates, and location assessment reports.
- Coordinate communication between internal departments for new outlet openings or brand initiatives.

**Compliance & Documentation**
- Ensure all project and business documents are filed systematically and are easily retrievable.
- Track permits, approvals, and other compliance documents with relevant authorities.
- Support tender or quotation processes and ensure documentation accuracy.

**Requirements**:

- Diploma or Degree in Business Administration, Project Management, or related field.
- Minimum 2-3 years of relevant administrative or project coordination experience, preferably in retail or F&B.
- Strong organizational skills and attention to detail.
- Proficient in Microsoft Office (Excel, Word, PowerPoint).
- Excellent communication and interpersonal skills.
- Able to multitask, meet deadlines, and work independently with mínimal supervision.

**Personal Attributes**:

- Proactive, resourceful, and able to work in a fast-paced environment.
- Team-oriented with a positive attitude.
- Strong sense of responsibility and commitment to delivering quality work.
- Willing to learn and support cross-functional tasks.

Pay: RM2,000.00 - RM2,300.00 per month

**Benefits**:

- Free parking
- Maternity leave
- Meal allowance
- Opportunities for promotion
- Professional development

Work Location: In person

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