Job Description

POSITION GENERAL SUMMARY

Manages the department’s administration of office facilities and infrastructure

ESSENTIAL POSITION FUNCTIONS
 

Governance - Project Quality Assurance, Risk, Safety, Health and Environment

• Provide, maintain and monitor the governance (quality assurance, risk assessment, safety health and environment) of the projects under management of Project Management Office;
• Plan, organize and manage the project integrated audit involving the compliance to the project quality, risk assessment, safety, health and environment;
• Analyze integrated audit findings to identify systemic trends, root causes, and areas of vulnerability, providing strategic recommendations to management to mitigate project risks and elevate compliance standards;
• Responsible for the creation, update and implementation of the Standard Operating Procedure (SOP) of Project Management Office;
• Serve as the key support to PMO's Project Managers and Budget Owner/Project Owner on governance best practices, guiding them through complex risk management and SHE compliance challenges; and
• Review, update, and align internal project governance SOP/Guideline and SHE frameworks with evolving industry best practices and regulatory requirementse. 

Administration

• Provide, maintain and monitor the administrative function of Project Management Office for matters relating to the premises and operations including but not limited to security, utilities, office facilities and  cleanliness;
• Plan, organize and manage the facilities and infrastructure of the Project Management Office;
• Maintain and monitor the periodic upkeep of  all facilities and equipment in the Project Management Office;
• Plan and provide the facilities and work station for Project Management Office personnel;
• Plan, develop and application the overall operating expenditure budget for PMO office;
• Implement, monitor and report the monthly operating expenditure budget allocation with actual expenditure for Project Management Office;
• Communicate and liaison with MAHB headquarters with regards to ISO Certification compliance audit, internal audit and other administrative matters; and
• Responsible for the creation and implementation of the Standard Operating Procedure (SOP) of Administrative Department for Project Management Office.

Document Controller Centre

• Monitor, maintains and manages all incoming and outgoing correspondences and ensure the effectiveness of proper filing and retrieving system;
• Create and maintain a filing system that supports efficient information management and accessible to Project Management Office personnel via system ECMS; and
• Responsible for the creation and implementation of the Standard Operating Procedure (SOP) of Document Control Department for Project Management Office.

Key Challenges

• Work closely with the department’s leadership team to develop or recommend budget or any proposals to enhance department’s performance 

Skills

• Good communication, interpersonal and consultative skill
• Great team player
• Attention to detail 
• Experience in scheduling, planning, monitoring and controlling department’s budget
• Thorough knowledge of administration office and managing facilities of department’s infrastructure
• Ability to manage all incoming and outgoing correspondences and ensure the effectiveness of proper filing and retrieving system;
• Direct experience in managing workload distribution and execution the work for the Administration Officers
• Experience in project  cost plan and other related financial statements
• Experience in planning and executing integrated audits, root-cause analysis, and implementing risk management / safety health environment framework
• Familiarity with regulatory safety standards,environmental complaince, workplace health protocols, corruptions and anti-bribery certification (e.g ISO 9001, 45001, 37001)

Education

External

• Degree  preferably with specialization in Business, Engineering, Construction Management or Cost Engineering or equivalent
• Master degree would be an added advantage

Relevant Industries

External

• Degree holder with minimum 3.0 CGPA with minimum  5 years relevant experience
• Certified Lead Auditor for Integrated Management System

Additional Information

Open for Malaysian citizens only.

Please be reminded that only online applications will be entertained.

Applications should reach us by 20 July 2026.

Only the shortlisted candidate will be notified.