Business Coordinator Executive

Detailed Job Scope and Responsibilities

A. Project Administration & Office Coordination

· Manage daily project administration, correspondence, and documentation with confidentiality.

· Maintain accurate and organized records, filing systems, and databases.

· Liaise with government agencies, local authorities, and external partners for documentation or compliance.

· Coordinate with Admin, Legal, Accounts, and HR departments for internal processes.

· Assist in organizing meetings, workshops, training sessions, and company events.

· Prepare letters, memos, reports, proposals, and presentations for management.

· Monitor and maintain project supplies, inventory, and logistics.

· Handle HR-related project tasks, including attendance, leave records, and internal communications.

· Coordinate with visa lawyers and agencies for foreign staff visa applications and renewals.

B. Executive & CEO Support

· Assist the CEO with daily schedules, appointments, calendar planning, and meeting coordination.

· Record meeting minutes, follow up on action items, and ensure departments complete tasks on time.

· Arrange travel logistics, online calls, internal meetings, and external appointments.

· Handle sensitive and confidential information with absolute discretion.

· Support the CEO in preparing strategic documents, proposals, reports, and presentations.

· Serve as the main liaison between the CEO's office and internal teams to ensure smooth communication.

C. Supplier, Vendor & Project Coordination

· Coordinate with suppliers and service providers to obtain quotations, invoices, product details, and delivery documents.

· Work with Accounts and Admin teams to ensure timely payments and financial tracking.

· Maintain an organized vendor database, including contracts, correspondence, and negotiation records.

· Support project documentation, progress tracking, and logistics coordination.

· Communicate cross-departmentally to monitor project milestones and deadlines.

· Assist the CEO in project management tasks and ensure timely execution.

· Participate in project site visits, supplier visits, and technical coordination (training provided).

D. Additional Responsibilities

· Improve coordination systems, workflow processes, and documentation standards.

· Assist in business development tasks such as preparing proposals, presentations, and tenders.

· Contribute to operational improvements across manufacturing, logistics, and project deployment.

Minimum Qualification

A. Education Requirements

· Bachelor's degree in any of the following fields:

o Business Administration

o Project Management

o Supply Chain / Logistics

o Operations Management

o Engineering or Manufacturing-related fields

· Candidates with professional certifications (optional but advantageous):

o PMP or CAPM

o PRINCE2

o Construction/project coordination certificates

B. Experience Requirements

· Minimum 2–5 years of experience in a similar role, such as:

o Business Coordination

o Project Coordination

o Manufacturing / Supply Chain Coordination

o Operations Administration

o Executive Assistant to senior management

· Experience dealing with suppliers, contractors, government agencies, or manufacturing companies is preferred.

· Experience working with project documentation, compliance, procurement, and logistics is highly advantageous.

C. Language Requirements

· English – Required (fluent)

· Bahasa Malaysia – Required (fluent)

· Chinese – Preferred

o Ability to communicate with Chinese suppliers and manufacturers is a major advantage.

D. Skills & Competencies

1. Technical / Software Skills

· Familiar with project management or construction management tools, such as:

o Trello, Asana,

o MS Project

o Notion

o AutoCAD (basic understanding is a bonus)

· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)

· Able to prepare professional reports, proposals, and presentations.

· Strong document control and file management skills.

2. Business & Administrative Skills

· Strong coordination skills across departments and external stakeholders.

· Excellent time management and multitasking ability.

· Able to handle confidential documentation with professionalism.

· Good knowledge of business operations, compliance, and internal processes.

3. Personal Qualities

· Highly organized and detail-oriented

· Proactive and responsible

· High integrity and confidentiality

· Strong communication and interpersonal skills

· Willing to travel, work flexible hours, and visit project sites

· Able to work independently and with minimal supervision

Salary & Benefits:

Salary Range: RM 3,500 – 4,500 per month (Three-month probation period)

Allowances:

· Travel allowance

· Site visit allowance

Benefits:

· EPF + SOCSO + EIS

· Annual leave & medical leave

· Training and professional development opportunities

· Career advancement into Senior Coordinator / Project Manager roles