Project Admin

• Key Responsibilities
• Provide administrative support for all project activities from planning through project completion.

Maintain and organize all project documentation, including contracts, permits, drawings, quotations, purchase orders, invoices, and correspondence.

• Coordinate with Project Managers, contractors, consultants, suppliers, and internal departments to ensure smooth project execution.
• Track project timelines, milestones, and deliverables, following up with relevant stakeholders on pending items.
• Prepare and update project schedules, progress reports, meeting minutes, and action lists.
• Monitor project budgets by tracking expenses, purchase orders, and payment requests, ensuring all records are accurate and up to date.
• Assist in processing purchase requests, purchase orders, contractor claims, and supplier invoices in accordance with company procedures.
• Maintain accurate records of project expenditures and support budget monitoring throughout the project lifecycle.
• Coordinate deliveries of materials and equipment to project sites and monitor their status.
• Assist in organizing project meetings, site visits, inspections, and handover activities.
• Ensure all project documents are properly filed and easily accessible for audit and reference purposes.
• Support project close-out by collecting warranties, manuals, completion certificates, and other required documentation.
• Prepare regular project status reports and administrative updates for management.
• Ensure compliance with company policies and project documentation standards.
• Perform other project administration duties as assigned by management.

Requirements

• Bachelor's Degree or Diploma in Business Administration, Management, Accounting, Engineering, or a related field.
• Minimum 2 years of experience in Project Administration, Project Coordination, Administration, or a similar role.
• Experience in construction, hospitality, commercial fit-out, or property development projects is preferred.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Strong organizational and document management skills with excellent attention to detail.
• Good communication and coordination skills with the ability to work effectively across multiple departments.
• Able to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong problem-solving skills and a proactive attitude.
• Willing to travel between project sites as required.