Job Overview
The IT Project Executive is responsible for coordinating and supporting the successful delivery of IT projects by working closely with vendors, internal teams, and stakeholders. This role ensures that project requirements are met on time and within scope, manages documentation, testing, issue resolution, and user training, liaises with Procurement for project-related needs, and tracks project budgets. The IT Project Executive also maintains strong relationships with users and provides prompt support for any project-related issues.
Job Duties & Responsibilities
(1) Project Management
- Manage and coordinate multiple projects from end-to-end, from procurement through to payment.
- Develop and manage project budgets, tracking costs to ensure cost recovery over the project lifecycle.
- Implement and monitor project schedules, ensuring progress aligns with agreed plans.
- Coordinate with vendors, stakeholders, and internal teams to ensure smooth execution and timely delivery.
- Escalate and resolve critical issues promptly, maintaining clear communication with management.
- Contribute to ad-hoc projects and duties as assigned by management, demonstrating flexibility, initiative, and a proactive attitude.
(2) Procurement & Financial Management
- Initiate procurement of goods and/or services in a timely manner based on project needs and procurement turnaround times.
- Draft, review, and provide input on procurement and evaluation proposals, ensuring compliance with approved budgets, procurement policies, and financial guidelines.
- Liaise with the Procurement team on project-related purchases and requirements.
- Verify vendor invoices and submit them for payment processing.
- Track budget utilization, advise on potential overages, and initiate budget requests or contract/order variations when necessary.
- Prepare disbursement and utilization reports, and communicate financial information to stakeholders.
- Act as the main point of contact for the assigned department's budgeting and financial matters
(3) Integration & Technical Coordination
- Prepare, document, and update integration services and interface specifications to support seamless operations.
- Identify and resolve integration challenges by working closely with vendors and internal IT teams.
- Plan and lead User Acceptance Testing (UAT) to ensure system quality and functionality meet requirements.
(4) User Support & Training
- Develop comprehensive user manuals and operational guides.
- Facilitate user training sessions to support system adoption and effective use.
- Build strong relationships with users and stakeholders, managing expectations regarding project scope, timelines, and deliverables.
(5) Administrative & Coordination Support
- Coordinate payment matters, liaising with vendors and following up with stakeholders to resolve outstanding issues.
- Maintain accurate and up-to-date project, procurement, and financial documentation.
Job Requirements
- Minimum Bachelor's degree in Information Technology, Computer Science, Finance, Procurement, or related field (Diploma holders with strong experience may be considered).
- At least 2 years relevant experience in IT project coordination, procurement, or finance.
- Proficient in Microsoft Excel and familiar with project management tools (e.g., MS Project, Jira).
- Good understanding of system integration, testing processes, and issue resolution.
- Experience documenting technical specifications, preparing user guides, and delivering training.
- Familiarity with procurement processes, budget tracking, and cost control.
- Strong project coordination, organizational, and time management skills, with the ability to manage multiple priorities.
- Excellent communication, interpersonal, and relationship management skills to work effectively with diverse stakeholders.
- Attention to detail with strong problem-solving abilities.
- Able to work professionally, independently, and with minimal supervision.
- Flexible and adaptable to changing project requirements, with a proactive and customer service-oriented mindset.
- Preferably bilingual in English and Malay to coordinate with various stakeholders.
1 year contract, convertible to permanent position.
We regret to inform that only shortlisted candidate will be notified.
