The Project Administrator provides comprehensive project-specific administrative, coordination, documentation, and reporting support to project teams, enabling effective day-to-day project delivery from initiation through close-out.
Responsibilities
Project Coordination and Communication:
- Provide comprehensive administrative and coordination support to assigned project teams ensuring project tasks are completed accurately, on time, and to a high standard
- Maintain project documents, work instructions, trackers, reports, and correspondence as required
- Use approved software tools and templates to maintain assigned reports, dashboards, trackers, and/or spreadsheets with strong attention to data accuracy and consistency
- Assist with project scheduling activities, including tracking upcoming and overdue actions, following up with team members, and supporting resolution
- Support project cost tracking, budget monitoring, expenditure recording, and forecasting activities related to cost control
- Interface with accounting/finance teams to support compliance with invoicing requirements assist with invoice preparation and facilitation of timely payment using PO system
- Maintain accurate logs for project expenses and related documentation in line with governance and audit requirements
- Coordinate logistical requirements for the project team, including travel arrangements (with relevant H&S considerations where applicable) and meeting/boardroom bookings and setup.
- Assist in the development of presentations and materials for meetings, conferences, and project reviews.
- Plan work schedules to balance peak and slack periods prepare for unexpected priorities and changing requirements.
- Coordinate project closure activities including archiving documentation and collating client feedback
- Support lessons learned documentation, sub-consultant evaluations, and project experience profiles as required
- Ensure project records are complete, accurate, and readily retrievable for audit or future reference
- Understanding and use of new ERP system
Continuous Improvement & Team Contribution:
- Take initiative and display a strong drive for achievement be accountable, committed, and dependable in delivering best possible results
- Be proactive to suggest improvements in processes and efficient ways of working
- Ensure consistency and quality by checking own work and assisting in reviewing team's work output
Success Measures:
- Accurate, compliant, and well-maintained project documentation, logs, and records
- Timely and reliable support to Project Managers and technical teams
- High-quality reporting outputs (dashboards, trackers, and progress reports) delivered on schedule
- Smooth coordination of meetings, logistics, and stakeholder communications
- Positive stakeholder feedback and demonstrated contribution to workflow and team efficiency
Qualifications
- Higher Diploma / Diploma or above in Business Administration, Project Management, or related disciplines
- Relevant experience in project administration, project coordination, or secretarial/administrative support
- Exposure to engineering, construction, consultancy, or professional services environments is preferred
- Fresh graduates with strong administrative aptitude may be considered (role dependent)
Skills & Requirements
- Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook)
- Able to prepare professional-quality reports, presentations, and client-ready documentation
- Strong organisational skills, attention to detail, and ability to manage multiple tasks and deadlines
- Effective communication, coordination, and stakeholder management skills
- Self-initiative, independent, and responsible able to work proactively with minimal supervision
- Good command of English and Chinese
- Preferred knowledge and exposure:
- Project management or project controls
- Experience supporting proposals/tenders and project deliverables
- Familiarity with document control systems or project management platforms
