Full Time Project Administration Executive Jobs, in TUV NORD Malaysia Terengganu - Maukerja

Company Description

TUV NORD Malaysia is a highly respected organization that provides a wide range of technical services, with a focus on quality, safety, and sustainability. Offering certification, inspection, and testing services, we cater to diverse industries, helping businesses comply with relevant standards and regulations. Our mission is to deliver reliable, customer-focused solutions that build trust and enhance operational efficiency. We pride ourselves on our commitment to innovation and excellence, supported by a global network of professionals.

Role Description

This is a full-time on-site role located in East Coast Office (Kemaman, Terengganu) for a Project Administration Executive. The role involves organizing and managing project documentation, ensuring timely communication with internal teams and clients, coordinating schedules and meetings, and assisting in the preparation of reports and proposals. Other responsibilities include maintaining project databases, ensuring compliance with company procedures, and supporting project managers in their daily administrative tasks.

• Handle incoming phone calls and general office inquiries for the East Coast office.
• Manage monthly office utility and operational payments, including electricity, water, internet, and rental matters.
• Purchase and monitor office stationery, pantry items, and administrative supplies.
• Maintain proper filing systems and ensure all administrative records are updated and organized.
• Prepare letters, memos, reports, and other official company documents.
• Coordinate staff registrations for trainings, seminars, conferences, and professional development programs.
• Arrange travel and accommodation for engineers, project personnel, and visitors.
• Assist in logistics planning and site coordination based on project schedules.
• Support the preparation and processing of Purchase Orders (POs) for external vendors and service providers.
• Verify vendor invoices against supporting documents such as POs, DOs, and quotations before submission for payment approval.
• Assist in preparing invoices and compiling supporting documents for client billing purposes.
• Coordinate document approvals and e-signature processes with Management and Project PICs.
• Assist in issuing and revising Service Agreements (SAs) and Work Orders (WOs) while ensuring compliance with company requirements and relevant regulations.
• Maintain records of inspection equipment, tools, calibration schedules, PPE issuance, and inventory tracking.
• Coordinate statutory inspection schedules and calibration activities to ensure compliance and operational readiness.
• Maintain and organize project documents within the company server for easy access and proper record management.
• Act as a liaison between clients, engineers, vendors, and internal teams to ensure smooth communication and coordination.
• Perform any other ad-hoc duties assigned by Management.

• Diploma or Degree in Business Administration, Management, or related field.
• Minimum 1–3 years of working experience in administration or project coordination.
• Good communication and interpersonal skills.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Able to work independently, multitask, and meet deadlines.
• Strong organizational skills and attention to detail.
• Experience in handling project documentation and invoicing will be an added advantage