Project Administrator – Architecture

We are seeking a detail-oriented and proactive Project Administrator to support the planning, coordination, and delivery of architecture/interior projects. You will serve as a key operational link between project managers, design teams, clients, and regulatory bodies - ensuring projects move forward on time, within budget, and in compliance with all applicable standards.

Key Responsibilities

Project Coordination
. Coordinate day-to-day administrative activities across multiple active architecture projects
. Maintain project schedules, track milestones, and flag risks or delays to the project manager
. Prepare and distribute meeting agendas, minutes, and action logs

Documentation & Compliance
. Manage and maintain project documentation including contracts, submittals, RFIs, change orders, and permits
. Ensure compliance with government procurement regulations, public sector policies, and institutional requirements
. Organize and maintain digital and physical project filing systems

Financial Administration
. Assist with budget tracking, invoice processing, and fee reconciliation
. Support the preparation of project cost reports and progress billing

Stakeholder Communication
. Serve as a point of contact for internal teams, government clients, consultants, and contractors
. Coordinate with public agencies for permit applications, approvals, and inspections
. Prepare correspondence, reports, and presentations for tender of projects

Team Support
. Onboard project team members and manage access to project tools and platforms
. Support procurement processes including RFP preparation and contractor evaluation
. Assist with resource scheduling and workload coordination across project teams

Qualifications Required

. 3-5 years of experience in project administration, preferably in an architecture, engineering, or construction environment
. Familiarity with government or institutional project delivery processes (e.g., public procurement, regulatory approvals)
. Strong command of MS Office Suite (Word, Excel, Powerpoint)
. Excellent organizational, written, and verbal communication skills

Preferred

. Knowledge of architecture project phases from pre-design through construction administration
. Diploma or Bachelor's degree in Architecture, Construction Management, Business Administration, or a related field