Project Admin - Engineering

Duties & Responsibilities (Main Tasks)

• Manage the Head of ECAD's calendar, schedule appointments, and arrange internal/external meetings.
• Prepare meeting agendas, take minutes, and follow up on action items with section heads and project teams.
• Draft internal memos, letters, and official correspondence for approval and distribution.
• Assist in maintaining document filing systems (hardcopy and digital) in compliance with company records policy.
• Assist in consolidating weekly, monthly, and quarterly reports from HV, LV, Audit, and Maintenance Sections.
• Organize, format, and file technical documents including drawings, audit reports, and compliance checklists.
• Upload and manage documents in Microsoft Teams or other collaborative platforms.
• Coordinate the submission deadlines for monthly work plans, audit reports, stock card summaries, and site visit schedules.
• Track progress and reminders on CARs (Corrective Action Reports), NCRs, and other compliance-related documentation.
• Follow up with project personnel for pending actions or delayed responses based on ECAD Division requirements.
• Arrange for ECAD site visits, meetings, workshops, and training programs.
• Coordinate with procurement, HR, and other departments for administrative support needs of the ECAD Division.
• Handle confidential data and sensitive reports with discretion.

Duties & Responsibilities (Secondary Tasks)

• Proper Filing.
• Liaise with External and Internal as and when necessary.
• Assists on maintenance team troubleshooting on HV and LV Equipment for any malfunction.
• Ensure tester equipment is calibrated and in a good condition.
• Monitor tester equipment, prepare loan letter and monitoring list..
• To follow up with PIC/Project Team in monthly update of VO.
• To assist compile, upload document related VO and update VO listing until SFA done.
• To assist with catalogue and sample submission and update listing and upload to Team.
• To monitor and ensure PIC/ Project Team update masterlist flowchart table for present during Internal Monitoring Meeting.
• To check, remind and make sure all files in PJ Files is update by site team and the update the status in Teams Folder Monitoring (Project) for IMS.
• To remind project teams update and fill in all details on MRF logbook.
• To monitor Project teams update, DO and photo for Purchasing in related project Teams.
• Update and manage documents in Microsoft Team for related projects.
• To ensure files in order, rename and arrange properly in Project Teams.
• To fill in KPI score for project teams..
• To assist and remind PIC & Project Manager to review and signed Stock Card and Audit Report.
• To remind and follow up on CARS issued for Project Team to respond in time given.
• To ensure files in order, rename and arrange properly in Project Teams.
• To check all project email to make sure all project correspondence is circulated.
• To assist PIC in Suruhanjaya Tenaga (ST) compilation, application, submission and follow up.
• To assist scan O&M and T&C documents when necessary.
• Print and laminate Single Line Drawing for VP when necessary.
• To assist project teams and Admin for TNB Application when necessary.
• To assist PIC and Project Manager on subcon cert approval.

Job Qualification & Competencies

• Minimum higher qualifications in Engineering or Management or with 5 years’ experience in engineering or construction or any related field.
• Required skills: Microsoft Office and able to read construction drawing.
• Knowledge of the QESH & Anti Bribery related legal requirements and implementations.