Secretary-Projects (Malaysia)

About the role

Key Responsibilities

• Provide administrative and secretarial support to the Project Manager and project management team.
• Maintain and organize project documentation, correspondence, reports, drawings, specifications, and records.
• Manage incoming and outgoing project correspondence and ensure proper distribution to relevant stakeholders.
• Prepare, format, and distribute meeting agendas, minutes of meetings (MOM), presentations, and action trackers.
• Schedule project meetings, site meetings, coordination meetings, and management reviews.
• Maintain and monitor project action lists, deadlines, and follow-up items.
• Coordinate document submissions and transmittals between the client, consultants, contractors, and internal teams.
• Maintain project filing systems, both electronic and hard copy, in accordance with project procedures.
• Assist the Document Controller with document tracking, revision control, and distribution when required.
• Prepare weekly and monthly project reports, dashboards, status updates, and presentations.
• Maintain project contact lists, staff records, attendance records, and other administrative registers.
• Coordinate travel arrangements, accommodation, meetings, site access, and visitor requirements when required.
• Assist with preparation and submission of site access requests, security clearances, permits, and staff documentation.
• Support onboarding and offboarding of project personnel, including collection and submission of required documents.
• Coordinate communication between project departments and ensure information reaches the appropriate personnel promptly.
• Maintain confidentiality of project, commercial, contractual, and personnel information.
• Assist with procurement and administrative documentation, including purchase requests, invoices, and supporting records.
• Support project audits by ensuring documents and records are complete, properly filed, and readily available.
• Perform other administrative and coordination duties as assigned by the Project Manager.

Data Center Project-Specific Responsibilities

• Support project teams working on mission-critical data center facilities, including construction, MEP, electrical, mechanical, commissioning, and fit-out activities.
• Maintain records related to critical project milestones, inspections, testing, commissioning, and handover activities.

Coordinate documentation for site meetings involving construction, MEP, QA/QC, HSE, commissioning, and client teams.

• Assist in tracking critical submissions, approvals, RFIs, technical queries, inspections, and project deliverables.
• Support preparation and coordination of documentation required for project handover and closeout.
• Ensure project information is handled accurately and efficiently due to the highly controlled nature of data center projects.

Required Skills and Qualifications

• Diploma or bachelor's degree in Business Administration, Office Administration, Construction Management, or a related field.
• Previous experience as a Project Secretary, Site Secretary, Project Administrator, or Construction Secretary.
• Experience in construction, engineering, MEP, infrastructure, or data center projects is preferred.
• Strong knowledge of MS Office, particularly Word, Excel, PowerPoint, and Outlook.
• Experience with document management systems such as Aconex, Procore, SharePoint, Asite, or similar platforms is an advantage.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work effectively under pressure.
• High attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive project information.
• Good coordination and interpersonal skills with the ability to work with multicultural project teams.