We are looking to hire a Project Management Office Administrator (PMO Admin) position to support the project management team. As a task manager, this position requires a professional with superb attention to detail who can work under minimal supervision while demonstrating proactive and reliable support. Great organizational skills, excellent communication, and good computer skills are required, as well as the ability to maintain professionalism in the face of deadlines and handle confidential information with discretion and trustworthiness.
Job Responsibilities (but not limited to)
a. Process and monitor project POs and invoices for approval and payment.
b. Using templates, translate proposals into contracts by extracting pertinent information;
c. Coordinate with legal team members, who will review contracts, and provide legal terms for contracts;
d. Process final contracts for execution and track approval progress.
e. Schedule and organize meetings, conference calls and appointments. Prepare documents for meetings, including but not limited to creation and assembly of agendas, meeting decks, documents for distribution, coordination of site visits; Track attendance confirmations, and interact with attendees to address questions or issues on events or meetings;
f. Attend team meetings, create and distribute meeting minutes and monitor follow-up of action items to completion;
g. Coordinate, prepare, update and distribute project documents, reports and deliverables to internal and external stakeholders;
h. Digital filing for all project management files with proper document management process;
i. Communicate with all stakeholders, including outside vendors, in order to expedite processes for meeting deadlines in a timely and efficient manner;
j. Stay abreast of project details and scope changes with proper change management process.
a. Minimum 1-2 years of related work experience and aligned interests;
b. Bachelor’s degree preferred but not mandatory; concentration in business, accounting or finance, engineering, architecture, or construction, desirable but not required;
c. Computer proficient, including knowledge in the following programs: Microsoft Word, Excel, PowerPoint and Adobe Acrobat;
d. Proficiency with cloud-based software including Gmail, Google Sheets, Docs and Slides
e. Must be proactive and work well in a collaborative team environment;
f. Excellent English & Bahasa Malaysia verbal and written communication skills;
g. Experience in document management & change management process.
h. Ability to produce quality work products in a fast-paced environment while taking changes in stride;
i. Ability to manage large workloads;
j. Must be highly organized and reliable;
k. Excellent attention to detail;
l. Ability to multi-task and stay in front of project changes;
m. Operates with a high degree of integrity and has ability to maintain discretion regarding personnel and industry-related matters.
Perks & Benefits
- Commission and bonus
- Nearby public transport
- Central location
- Company trips