project secretary

2 weeks ago

Taman Tun Dr Ismail Kuala Lumpur, Malaysia PKSJ Fertilizers Sdn Bhd Full time 30,000 - 60,000 per year

We are seeking a highly organized and proactive Project Secretary to provide project coordination and secretarial support to the Managing Director. The role is responsible for managing schedules, handling correspondence, organizing meetings, preparing documents and maintaining records. This position will be reporting to the Managing Director and also assisting the project team in project execution and operation.

JOB DESCRIPTION

MD's Office Administration

  • Manage the MD's calendar, schedule meetings, appointments and personal matters
  • Arrange business travel, including flights, accommodation, and transportation
  • Handle day-to-day administrative tasks, including travel arrangements, filing and maintaining records
  • Take minutes of meeting as and when required
  • To undertake any other matters

Project Administration

  • Ensure effective follow up on project, assignment or task, including timeline, completion and actions to be taken prior to project meetings and Progress Report Meeting
  • Maintain contact lists (project, vendor and client), correspondence log and action log
  • Prepare documents such as progress, reports, correspondence, memos, presentation materials
  • Involve in project management, project coordination and implementation
  • Assist in site supervision and carrying onsite duties when needed
  • Manage and maintain project-related documentation
  • Ensure prompt payment from suppliers/vendors
  • Attend progress reporting meetings
  • Monitor actual cost versus budget of all the progress claims received from supplier and clients
  • Coordinate and schedule meetings as needed ensuring that minutes are written comprehensively and accurately and distributed to the relevant parties promptly

REQUIREMENT

Education & Experience

  • Minimum with Diploma or equivalent (preferably in Secretarial, Business Administration or project related field)
  • Experience working with senior executives or in a corporate setting is preferred
  • Prior experience in project coordination will be an added advantage

Skills

  • Organizational Skills: Ability to manage multiple tasks  and priorities simultaneously, with attention to detail
  • Communication Skills: Excellent written and verbal communication, with the ability to interact with a range of stakeholders
  • Time Management: Ability to prioritize and manage time effectively to meet deadlines
  • Technology Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual communication tools (Zoom, Teams)
  • Problem-Solving: Ability to anticipate needs and solve problems independently
  • Discretion & Confidentiality: Ability to handle confidential information with professionalism and care

Personal Attributes

  • Proactive and self-motivated with a strong sense of initiative
  • Flexible and adaptable in a dynamic work environment
  • Strong interpersonal skills and the ability to build relationships across different teams and stakeholders
  • High level of professionalism and business etiquette

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