Project Admin / Procurement Executive

Position: Procurement Executive
Work Location: Kuala Lumpur

Responsibilities

• Support the execution of procurement activities for the Company, including sourcing, quotation, negotiation, supplier coordination, purchase order administration, contract administration and logistics coordination, in accordance with approved procurement strategies, procedures and business requirements.
• Coordinate and participate in tender and quotation exercises, including preparation of RFQs / RFPs, issuance of tender documents, clarification with suppliers, compilation of submissions, commercial evaluation and preparation of tender recommendations in accordance with the Company’s procurement governance and approval framework.
• Execute procurement plans and sourcing activities in line with approved procurement strategies, business requirements, budgets and project timelines, and identify opportunities for cost optimisation, improved service levels and procurement process efficiency.
• Follow established procurement policies, procedures, systems and controls, and provide feedback and recommendations on opportunities to improve procurement processes, tools and work practices.
• Liaise closely with internal stakeholders, including Project, Operations, Quantity Surveying, Finance, Legal, Engineering and other functions, to understand requirements, obtain necessary approvals, coordinate procurement activities and ensure timely fulfilment of business and project requirements.
• Ensure all assigned procurement activities comply with Company policies, delegated authorities, procurement procedures, contractual requirements and applicable regulatory obligations, and escalate any deviations or potential risks to the appropriate authority.
• Support the Procurement Manager in the effective coordination of assigned procurement activities and work collaboratively with team members to ensure procurement requirements are completed accurately and within agreed timelines.
• Work collaboratively with Procurement team members, share relevant procurement knowledge and practices, and contribute to a professional, cooperative and ethical working environment.
• Manage assigned procurement activities and priorities effectively, including coordination with stakeholders and suppliers, follow-up of outstanding matters, resolution of routine issues and timely escalation of matters requiring management attention.
• Process and review assigned Purchase Requisitions, Purchase Orders, quotation comparisons, tender documents, contracts and related procurement documentation for completeness and accuracy, and prepare the necessary recommendations and documentation for approval.
• Maintain accurate and up-to-date procurement records, trackers and reports, including sourcing status, Purchase Orders, supplier information, procurement commitments and other management information required by the Procurement Manager.
• Undertake other procurement-related tasks, projects and assignments as directed by the Procurement Manager, Procurement Director and/or Management.
• Maintain and keep up-to-date procurement performance records and reporting against agreed KPIs, including savings / cost avoidance, sourcing cycle time, supplier performance etc..
• Conduct and carry out category and supplier analysis eg. spend analysis, market intelligence gathering, business requirements projection, supply risk profiling and total cost of ownership analysis etc..
• Undertake supplier relationship management initiatives, including supplier due diligence, performance reviews, dispute resolution, rapport building initiatives with critical suppliers.

Requirements

• Diploma / Degree in Business Administration / Engineering / Quantity Surveying / Economics / Law / Finance or other relevant discipline, preferably with relevant procurement or commercial experience.
• At least 3-5 years of relevant experience in Purchasing / Procurement / Quantity Surveying / Contract Management / Construction or equivalent, preferably in the construction or data centre industry.
• Experience in procurement of construction, engineering, mission-critical infrastructure, building facilities management and related products and services will be advantageous.
• Exposure to construction, development and/or operation of data centres or other mission-critical facilities will be advantageous.

Position: Project Admin
Work Location: Senawang

Responsibilities

Access & Clearance

• Coordinate submission of contractor and vendor manpower lists for security clearance.
• Manage issuance and tracking of site access passes, safety induction records, and project miscellaneous.
• Administer door access systems for project staff and contractors.

Safety & Compliance Support

• Assist Project and Safety Engineers in preparing safety posters, notices, and site signage in compliance with project HSE requirements.
• Maintain safety records, permit logs, and compliance documents for internal and external audits.

Project Documentation & Control

• Receive, document, stock-take, and manage secure storage of contractor/vendor equipment delivered to site.
• Support setup and maintenance of project reporting systems and upload productivity reports.
• Prepare and maintain trackers for project documentation, including meeting minutes, progress reports, and submission logs.
• Consolidate and coordinate timely submission of OMM (Operation & Maintenance Manuals) and test scripts.

Testing & Commissioning (T&C) Administration

• Arrange logistics for Integrated System Testing (IST), including test device collection, catering, and document issuance.
• Track attendance for mandatory equipment training within one month post-IST.
• Prepare and manage handover documentation (handover certificates, warranties, training records).

Procurement & Site Support

• Place and track orders for project site supplies (cleaning materials, pantry items, stationery, PPE, etc.).
• Manage internal test equipment inventory, ensuring calibration and maintenance schedules are met.

Reporting & Coordination

• Assist in preparing weekly/monthly project progress status reports for management and client review.
• Liaise with internal teams, consultants, and contractors to support project delivery milestones.
• Maintain organized filing and data management systems for audit readiness.

Requirements

• Minimum Diploma qualification, preferably in Business Administration, Construction, or related field.
• Prior experience in construction or data centre project administration is an advantage.
• Proficiency in MS Office (Excel, Word, PowerPoint) and familiarity with project management tools.