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Project and Office Administrator

Kuala Lumpur

To provide Reception, Office and Project administrative support services for the KL office operations.

List of responsibilities:

  • Project Administration support for technical service teams:
    • Compile, edit, format and help manage the delivery of regular status reports and final project reports
    • Construct project Gantt charts and keep track of project progress against scheduled timelines
    • Help manage project-related correspondences with clients and relevant internal stakeholders
    • Update project invoicing schedules and maintaining records of extra deliverables and/or costs incurred in delivering technical services
    • Work with other members of the global administrative project management team to define improved project management processes, build reporting templates and style guides, extend use of timelines and Gantt charts for resource and project planning
    • Contribute to the overall efficient running of projects through best practice administrative processes.
  • KL Office Administration including:
    • Managing the KL office front desk including welcoming clients and visitors, overseeing delivery and receipt of data and assisting with other enquiries
    • Answering telephone calls, transferring to appropriate staff members and taking messages as required
    • Ensuring that appropriate cover is in place for answering phone calls and covering reception during office hours
    • Providing a prompt and professional service to clients, visitors and staff
    • Oversee office supplies, maintenance and security and scheduled services for the office including air-conditioning, lighting, furniture and equipment, cleaning contractors etc.
    • Office Safety – first aid kits, first aiders, defibrillators, fire wardens, building evacuation procedures and safety notice boards
    • Assisting with the arrangement of business meetings and room bookings
    • Document binding and preparation for delivery of tender documents
    • Perform other project and office admin related tasks as requested
    • Complying with the Company’s HSE policy
    • Cooperating fully with supervisory and management personnel in ensuring that the Company’s safety responsibilities are fulfilled.


  • Previous hands-on experience in office / client management
  • Good people skills
  • Ability to communicate and work effectively with professionals from a variety of technical backgrounds and all levels of management and staff
  • Ability to work independently with a pro-active and common-sense approach to problem solving
  • A multi-tasker who can prioritise and perform in a busy work environment; excellent time management skills
  • Highly organised with an attention to detail and a high commitment to accurate work
  • Flexible in nature with a passion for dealing with people and a willingness to develop and maintain positive working relationships with staff at all levels within the organisation
  • Discretion in handling confidential information
  • Excellent written and verbal English
  • Computer literacy: MS Word (intermediate); MS Excel (intermediate); MS Project (basic); MS PowerPoint (intermediate); Libre Office (basic – preferable)
  • Experience working in an overseas office, or liaising with overseas offices will be highly regarded.

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