Denniston Sdn. Bhd. Hiring! Full Time Project Secretary in Federal Territory, Earn up to MYR 6,500 - Ricebowl

Position: Project Secretary

Reporting Line: Administration Manager & Head of Operations

Job Overview

Denniston is an architecture and interior design consultancy firm. We are seeking a highly organized and detail-driven Project Secretary to support Senior Management and Design Consultants. The role ensures seamless coordination, clear communication, and well-managed documentation across all project stages.

This position is central to the efficiency of our studio, enabling leadership to focus on design and project delivery. The ideal candidate is discreet, proactive, and comfortable working in a fast-paced, international design environment, managing multiple priorities with professionalism and precision.

Key Responsibilities

Administrative Support

• Assist Senior Management (Head of Projects and Head of Design) with daily administrative and coordination tasks.
• Manage incoming emails, highlight urgent matters, schedule meetings, and prepare draft responses when required.
• Support with note-taking, dictation, and preparation of written correspondence.

Communication & Correspondence

• Handle incoming phone calls, emails, and mail on behalf of project team members.
• Route messages and correspondence to relevant personnel in a timely manner.
• Maintain a high level of professionalism, discretion, and confidentiality in all communications.

Document Management

• Prepare, organize, and maintain project documentation, including drawings, reports, presentations, and correspondence (digital and hardcopy).
• Ensure systematic filing, archiving, and backup of all project records.
• Safeguard confidential information and ensure proper document control procedures are followed.

Project Coordination Support

• Support project teams in tracking schedules, deliverables, and milestones.
• Facilitate internal coordination between design, technical, and project teams.
• Assist in preparing proposals, presentations, reports, and other project deliverables.

Travel & Meeting Coordination

• Arrange travel logistics for the team, including flights, accommodation, and transportation.
• Schedule meetings, book meeting rooms, and prepare materials for presentations and business travel.

Office Operations Support

• Monitor and replenish office supplies such as stationery and printer consumables.
• Liaise with administration or facilities teams for office maintenance issues (e.g., equipment, lighting, air-conditioning).
• Provide occasional front desk support and assist colleagues as required.

Digital File & Email Management

• Regularly monitor and organize company and project-related email accounts.
• Identify and flag urgent or important correspondence for immediate attention.
• Systematically file emails and attachments in accordance with company procedures.
• Report suspicious or potentially harmful content to IT support.

Document Handling & Courier Services

• Print, bind, scan, and distribute project documentation as required.
• Arrange courier services for documents, samples, and project materials.
• Support uploading and downloading of files from platforms such as Aconex or other project management systems.

Team Collaboration & Ad Hoc Support

• Provide assistance to other Project Secretaries when required.
• Support cross-functional teams to ensure smooth project delivery.
• Perform any additional duties assigned by immediate supervisor or Administrative Manager.
• Occasionally assist with hospitality support (e.g., serving beverages to clients or guests when needed).

Skills & Qualifications

• Diploma or Degree in Secretarial Studies or equivalent.
• Minimum 5 years of relevant experience in a similar role; experience in international or design-focused environments is an advantage.
• Strong organizational, time-management, and multitasking abilities with excellent attention to detail.
• Excellent verbal and written communication skills in English.
• Strong interpersonal skills with the ability to work effectively across all levels of the organization.
• High level of discretion, integrity, and professionalism in handling confidential information.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Gmail; willingness to learn additional tools and systems as required.
• Familiarity with the Aconex platform is an added advantage.
• Ability to perform well under pressure in a fast-paced, design-driven environment.
• Proactive, adaptable, and team-oriented with a professional and positive attitude.
• Flexibility to work beyond regular hours when necessary.

Work Environment

• This role is based in a dynamic architecture and interior design consultancy environment.
• It involves close collaboration with design and project teams in a fast-paced, project-driven office setting.
• Occasional flexibility may be required depending on project deadlines and workload.

Alternatively, you may email your updated résumé in PDF format, together with a recent photograph, to *************

Job Type: Full-time

Pay: RM5,000.00 - RM6,500.00 per month

Work Location: In person