Project Administrator

Summary

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.

The successful candidate is highly organized, detail-oriented, proactive, and able to work independently while supporting multiple projects in a fast-paced and timeline sensitive work environment.

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
• 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 And Experience

• Relevant experience in project administration, project coordination, or secretarial/administrative support
• Exposure to engineering, construction, consultancy, or professional services environments is preferred
• 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
• Preferred knowledge and exposure: Experience supporting proposals/tenders and project deliverables and familiarity with document control systems or project management platforms
  
  

About WSP Asia

WSP is one of the world's leading professional services firms, uniting its engineering, advisory and science-based expertise to shape communities to advance humanity. From local beginnings to a globe-spanning presence today, WSP operates in over 50 countries and employs approximately 73,000 professionals, known as Visioneers. WSP in Asia's team of 3,500 professionals pioneer solutions and deliver innovative projects across the transportation, infrastructure, environment, building, energy, water, advisory, digital services, project management and mission critical sectors.