Project Admin

About the role

Seeking a detail-oriented and proactive Project Secretary to serve as the administrative backbone of the project team. The role will directly support the Project team by managing critical project intelligence, communication flow, and site logistics.

What you'll be doing

• Prepare and manage project-related correspondence including letters, emails, faxes, reports, meeting agendas, minutes of meetings, and other administrative documents for the Project Manager and project team.
• Develop, implement, and maintain an effective project documentation control system, including electronic and hard copy filing, in accordance with project ISO procedures and document control requirements.
• Conduct office and site audits to verify compliance of project documentation, records, and filing systems. Prepare audit reports and submit findings to the Head of Operations for review and corrective action.
• Provide assistance in project logistics coordination and waste management activities whenever required to support efficient site operations and compliance with project requirements.
• Maintain, review, and improve administrative procedures, work instructions, and documentation processes to enhance operational efficiency and consistency.
• Assist in the preparation, compilation, formatting, and distribution of weekly project reports, progress reports, presentations, and other project documentation.
• Perform ad hoc secretarial and administrative duties as required to support the Project Team and ensure smooth project execution.
• Assist in coordinating project-related events, meetings, training sessions, and company activities as assigned.
• Support monitoring of compliance with safe work procedures, project safety requirements, and applicable HSE standards. Escalate any non-conformance or concerns to the relevant personnel.
• Facilitate the maintenance, updating, and control of HSE files, registers, inspection records, reports, and other related documentation to ensure audit readiness.

What we're looking for

• Must possess at least Diploma or equivalent with at least one (1) - two (2) years of working experience in the related field.
• Experience in Interior Design Fit Out, Construction or graduated from ID course will be an advantage.
• Knowledge of administration and clerical works
• Required MS Office suite (Outlook, Word, Excel and Power Point) skills.
• Strong spoken and written communication skills in English and Bahasa Melayu.
• Good interpersonal and communication skills with the ability to develop relationship with all levels of management.
• Positive working attitude / discipline, proactive, well organized and able to multitask.
• Able to work independently and under pressure to effectively carry out duties within tight time frames.
• Meticulous with strict attention for details.
• Self-motivator, energetic, enthusiastic and team oriented.
• Possess own transport.

What we offer

We are committed to providing a supportive and rewarding work environment for our employees. This role offers a competitive salary, comprehensive benefits package, and opportunities for career development and growth. We also prioritise work-life balance, with flexible working arrangements available.

About us

Adnex Interior Solution Sdn Bhd is a leading provider of interior design, fit-out and construction solutions in Malaysia. Established in 2004, we have built a strong reputation for delivering high-quality projects and exceptional customer service. Our team of talented professionals is dedicated to innovation, sustainability, and creating exceptional spaces that enhance the lives of our clients.

If you are excited about this opportunity and believe you have the skills and experience to excel in this role, we encourage you to apply now.