Fiato Hiring! Project Management Office Intern in Federal Territory - Ricebowl

Key Responsibilities

A. Project Management Office (PMO)

1. Project Planning & Tracking

• Maintain the master project plan and timeline for the licence application and related workstreams.
• Track tasks, assigned owners, dependencies, milestones, and deadlines.
• Follow up with internal stakeholders and external parties on outstanding items.
• Identify delays, risks, and blockers, and escalate them to the project lead promptly.
• Maintain the RAID log (Risks, Assumptions, Issues, and Decisions) and update it following project meetings.

2. Application Document Control

• Maintain the application document register, tracking documents that are complete, in draft, missing, or duplicated against the relevant submission checklist.
• Identify gaps, inconsistencies, and redundant documentation.
• Apply consistent file naming, version control, and formatting standards.
• Ensure Markdown and Microsoft Word versions remain aligned, where applicable.
• Ensure only approved documents are marked as final.
• Compile submission packs and supporting appendices.
• Maintain records of documents submitted, including submission dates and recipients.

3. Meeting Coordination & Reporting

• Schedule project meetings and prepare agendas and supporting materials.
• Record meeting minutes, key decisions, action items, assigned owners, and deadlines.
• Follow up on action items to ensure timely completion.
• Prepare progress updates and status reports for the project lead and management team.

B. Administrative Support

• Coordinate calendars, meetings, appointments, and travel arrangements where required.
• Manage routine correspondence, document filing, and administrative records.
• Assist with vendor coordination, quotations, invoices, and claims documentation.
• Maintain organised digital filing systems and ensure records are kept up to date.
• Provide general administrative support to the management team and assist with ad hoc tasks as needed.
• Handle confidential information with professionalism and discretion.

Requirements

• Currently pursuing, or recently completed, a diploma or degree in Business Administration, Management, Finance, Information Systems, Communications, or a related field.
• Highly organised, detail-oriented, and dependable, with strong follow-through.
• Comfortable managing multiple tasks, tracking deadlines, and following up with different stakeholders.
• Good written and spoken English. Proficiency in Bahasa Malaysia is an advantage.
• Proficient in Microsoft Office (Word, Excel, and PowerPoint) or Google Workspace.
• Familiarity with project management and tracking tools such as Notion, Trello, Asana, or Jira is an advantage.
• Familiarity with Markdown and document version control is a plus.
• Comfortable using AI tools to improve productivity, with the discipline to verify outputs and check facts before use.
• Demonstrates integrity, discretion, initiative, and a willingness to flag gaps or uncertainties.
• Able to work independently while collaborating effectively with a small, fast-moving team.

What You Will Gain

• Hands-on exposure to fintech operations and the development of a regulated financial services platform.
• Practical experience supporting a licence application and coordinating multiple project workstreams.
• Opportunities to develop project coordination, document control, stakeholder management, and administrative skills.
• Exposure to management-level discussions, regulatory documentation, and operational processes.
• Experience using AI and digital productivity tools in a professional environment.