Executive, Project Administrative Support

About the role

The Project Administrator provides comprehensive administrative and coordination support to the project management team. This role ensures smooth documentation control, communication, scheduling, and compliance with internal procedures, contributing to the successful delivery of projects on time and within budget.

Key responsibilities

• Assist in the preparation and maintenance of project documentation, reports, and presentations.
• Manage project correspondence, meeting minutes, and file records (both physical and digital).
• Coordinate internal and external meetings, including scheduling, venue arrangement, and preparation of agendas.
• Monitor project timelines, deliverables, and administrative workflows to support project progress.
• Liaise with contractors, consultants, and suppliers to ensure timely submission of required documentation (e.g., invoices, progress reports, RFIs).
• Track project costs and support procurement and billing processes by coordinating with the finance or cost control team.
• Maintain document control logs and versioning to ensure accurate record keeping.
• Support compliance with company policies, health and safety regulations, and statutory requirements.
• Provide administrative support for change orders, permits, and other regulatory paperwork.
• Assist in onboarding project staff and managing logistical arrangements such as access cards, equipment, and accommodation (if required).

About you

• Diploma or Bachelor's degree in Business Administration, Engineering, Construction Management, or related field.
• 2–5 years of experience in project coordination or administrative support, preferably in construction or real estate.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite and project management software (e.g., MS Project, Primavera, or Procore).
• Excellent written and verbal communication skills.
• Ability to work effectively under pressure and meet deadlines.
• Knowledge of document control practices is an advantage.
• Proactive and resourceful approach to problem-solving.
• Team player with a collaborative mindset.
• Strong sense of ownership and accountability.