YC CAPITAL SDN BHD Hiring! Full Time Project Admin Executive in Federal Territory, Earn up to MYR 3,000 - Ricebowl

Position Summary

The Project Admin Executive is responsible for providing administrative, coordination, and documentation support for outlet development, renovation, maintenance, and operational projects across the organization. This role ensures project activities are properly documented, tracked, and executed according to timelines, budgets, and company standards. The incumbent will work closely with internal departments, contractors, suppliers, landlords, and external stakeholders to support successful project implementation.

Requirements

Education

• Diploma or Bachelor's Degree in Business Administration, Project Management, Construction Management, Operations Management, or related field.

Experience

• Minimum 2–4 years of working experience in project administration, project coordination, construction administration, or related roles.
• Experience in F&B, retail chain, hospitality, or outlet development projects is an added advantage.

Technical Skills

• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Strong knowledge of project documentation and administrative processes.
• Experience with project tracking tools and reporting systems is an advantage.
• Ability to prepare reports, schedules, and project documentation accurately.

Soft Skills

• Strong organizational and multitasking skills.
• Excellent communication and coordination abilities.
• Detail-oriented with high accuracy in documentation.
• Good problem-solving and follow-up skills.
• Ability to work independently and in a fast-paced environment.
• Strong stakeholder management skills.

Key Responsibilities

Project Coordination & Administration

• Assist in planning, coordinating, and monitoring project activities from initiation to completion.
• Maintain project schedules, trackers, timelines, and progress reports.
• Coordinate meetings, prepare meeting minutes, and follow up on action items.
• Monitor project milestones and escalate delays or issues to the Project Manager.
• Support outlet opening, renovation, relocation, and maintenance projects.

Documentation & Record Management

• Maintain proper filing and documentation of project-related records.
• Prepare project correspondence, reports, presentations, and administrative documents.
• Ensure contracts, quotations, invoices, permits, and approvals are properly recorded and archived.
• Update project databases and tracking systems accurately.

Vendor & Contractor Management

• Coordinate with contractors, consultants, suppliers, and service providers regarding project requirements.
• Track contractor submissions, work progress, and completion status.
• Assist in obtaining quotations and supporting procurement activities.
• Follow up on project deliverables and ensure compliance with agreed timelines.

Financial & Budget Support

• Monitor project expenses and maintain expenditure records.
• Process purchase requisitions, purchase orders, and payment documentation.
• Assist in tracking project budgets and cost control measures.
• Verify invoices and supporting documents before submission for payment processing.

Outlet Development Support

• Coordinate activities related to new outlet setup, refurbishment, and maintenance projects.
• Liaise with Operations, Human Capital, Finance, IT, and Procurement teams to ensure readiness before outlet launch.
• Assist in obtaining licenses, permits, and approvals required for outlet operations.
• Support project handover and post-opening documentation.

Reporting & Compliance

• Prepare weekly and monthly project status reports.
• Monitor project documentation compliance and company standards.
• Ensure project records are updated and accessible for audit purposes.
• Support continuous improvement initiatives within project administration processes.

Other Duties

• Perform any ad-hoc assignments as assigned by management.
• Support cross-functional projects and company initiatives when required.

Pay: RM2,300.00 - RM3,000.00 per month

Benefits:

• Flexible schedule
• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Work Location: In person