ENGIE Services Malaysia

Job Description And Missions

JOB TITLE

Project Administrator

BUSINESS LINE

LEI (Malaysia)

REPORTING (N+1)

Manager, O&M

Role Description

The Administrative Executive plays a key role in ensuring smooth day-to-day office operations by providing comprehensive administrative and operational support. This position serves as a central point of contact for employees and management, supporting office efficiency, compliance, and a positive workplace environment. Fresh graduates are encouraged to apply.

Key Responsibilities

Organize and maintain physical and digital files, records, and documentation to ensure ease of access and accuracy
Manage office supplies, monitor inventory levels, and coordinate procurement as needed
Assist in the preparation and tracking of budgets, invoices, and financial reports
Answer and direct phone calls, emails, and general inquiries to the appropriate personnel
Coordinate and schedule meetings, appointments, and calendars for executives and senior staff
Serve as the main point of contact for employees, providing administrative support and responding to queries
Maintain an organized, clean, and functional office environment
Support HR-related activities, including onboarding of new hires and preparation of employee documentation, managing the work roosters and reviewing timesheets
Assist in planning, coordinating, and executing office meetings, events, and internal activities
Manage office layout and workspace arrangements to accommodate operational and staff needs
Maintain accurate records such as contracts, invoices, and employee files
Develop and implement administrative systems and processes to improve efficiency and communication
Monitor compliance with company policies, procedures, and workplace safety standards

LOCATION

Malaysia

CURRENT HAY LEVEL / JOB GRADE

H20

Interaction

INTERNAL INTERFACES

O&M team
Engineering / Technical/ Project Team
Health, Safety & Environment (HSE) Team
Support teams like HR, Finance, IT and Procurement team

EXTERNAL INTERFACES

Clients / Customers – for coordination of project updates, documentation submissions, and administrative support
Vendors / Suppliers – for purchase orders, delivery tracking, and related documentation
Contractors / Subcontractors – for scheduling coordination and compliance documentation

Required Qualifications

EXPERIENCE/ EDUCATION

Minimum Diploma or equivalent; Associate or Bachelor’s degree in a related field is preferred
Prior experience in office administration, executive assistance, or a related role is an advantage; fresh graduates are welcome to apply

Specific Skills/ Knowledge

Demonstrates strong organizational and time management capabilities, with the ability to effectively manage multiple priorities simultaneously
Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
Excellent verbal and written communication skills, with the ability to collaborate effectively in a hybrid working environment
Proactive, adaptable, and solutions-driven, with a continuous improvement mindset
Strong attention to detail and the ability to work independently with minimal supervision
Committed to fostering an inclusive environment and contributing to a positive team culture
Strong operational and business acumen, with a solid understanding of end-to-end operations, cost drivers, KPIs, and the impact of safety, reliability, and performance on business outcomes and customer satisfaction
Demonstrates the ability to influence compliance and risk management practices, particularly in health, safety, and environmental standards, to ensure regulatory adherence and business continuity
Drives operational efficiency, service excellence, and continuous improvement through effective collaboration with internal stakeholders and external partners

SPECIFIC BUSINESS UNDERSTANDING & INFLUENCES

Basic Operational Awareness: Demonstrates understanding of project workflows, timelines, and key deliverables, and how administrative support contributes to smooth project execution
Compliance & Process Adherence: Follows established procedures and supports documentation control to ensure alignment with internal policies, contractual requirements, and basic regulatory standards
Coordination & Support Impact: Contributes to team efficiency by ensuring accurate data, timely updates, and effective coordination with stakeholders, supporting overall project performance

Business Unit: GBU Local Energy Infrastructures

Division: LEI SEA - Malaysia

Legal Entity: ENGIE SERVICES MALAYSIA SDN. BHD.

Company Name: ENGIE Malaysia

Minimum Base Salary:

Maximum Base Salary:

Pay Basis:

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