Position Overview:
The Project Coordinator plays a vital role in supporting the project team by managing documentation, conducting research, and providing key administrative support. A significant responsibility of this role is overseeing procurement records and ensuring timely submission of vendor invoices.
Goals:
- Efficient Documentation Management: Ensure that project records are accurately maintained and that documents are submitted and processed promptly to support financial integrity.
- Support: Provide detailed research and assist with tasks that inform project decisions and strategies.
Roles & Responsibilities
Documentation Management:
- Organize, prepare, and maintain all project documentation, including contracts, reports, and correspondence.
- Ensure that project files are regularly updated and accessible to all team members.
Research Support:
- Conduct research to collect relevant data and insights that aid in project planning and execution.
- Present compiled research findings to support decision-making processes.
Procurement and Invoice Management:
- Accurately document all project-related purchases and ensure compliance with procurement policies.
- Follow up with vendors to guarantee the timely submission of invoices.
- Collaborate with the finance department to ensure prompt processing of vendor invoices.
Administrative Support:
- Provide assistance to the project team by scheduling meetings, preparing agendas, and taking meeting minutes.
- Act as a liaison to coordinate communication among project stakeholders, ensuring alignment and clarity.
Quality Assurance:
- Review project documents and deliverables for completeness and accuracy.
- Monitor adherence to project timelines and escalate any delays or issues to the project manager.
Requirements
Education:
- A bachelor’s degree in Business Administration, Project Management, or a related field.
Experience:
- A minimum of 2 years of experience in a project coordination or administrative role, preferably within a similar industry.
Skills:
- Strong organizational and multitasking capabilities.
- Proficiency in Microsoft Office Suite and project management software.
- Exceptional attention to detail and a high level of accuracy.
- Ability to work independently as well as collaboratively within a team.
Knowledge:
- Familiarity with procurement processes and vendor management is a plus.
Technological Proficiency:
- Experience with AI tools and the ability to quickly adapt to new technologies.
Agility:
- Strong ability to think and work efficiently in a dynamic, fast-paced environment.
Performance Metrics (Scorecard):
- Documentation Accuracy: The percentage of project documents maintained without errors.
- Invoice Processing Time: The average time it takes to process vendor invoices from receipt to payment.
- Stakeholder Feedback: Satisfaction ratings from team members regarding the quality of support and communication.
- Research Quality: The relevance and usefulness of the research provided to the project team.
- Adherence to Deadlines: The ability to complete assigned tasks within the agreed-upon timeframes.
Job Types: Full-time, Permanent
Pay: RM2,500.00 - RM3,000.00 per month
Benefits:
- Additional leave
- Dental insurance
- Health insurance
- Opportunities for promotion
- Parental leave
- Professional development
- Vision insurance
- Work from home
Schedule:
- Early shift
- Monday to Friday
- Weekend jobs
Supplemental Pay:
- Yearly bonus
Ability to commute/relocate:
- Petaling Jaya: Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
- What is your expected salary?
Education:
- Diploma/Advanced Diploma (Preferred)
Experience:
- Event Management: 1 year (Preferred)
Language:
- Mandarin (Preferred)
Work Location: In person