Lead Administrator - Projects

Role Purpose

The Lead Project Administrator is responsible for managing and overseeing all project administration, document control, reporting, and coordination activities for hospital and healthcare construction projects. The role acts as a focal point between project teams, clients, consultants, contractors, and stakeholders to ensure efficient project delivery, compliance, and governance throughout the project lifecycle.

Key Responsibilities

Project Administration & Coordination

• Lead project administration activities across multiple hospital construction projects.
• Support Project Managers and Project Directors in project planning, execution, and reporting.
• Coordinate multidisciplinary teams including Architectural, Structural, Civil, Mechanical, Electrical, Plumbing (MEP), and BIM disciplines.
• Organize and facilitate project meetings, prepare agendas, minutes, and action trackers.
• Monitor project deliverables, key milestones, and project schedules.

Document Management & Control

• Manage and oversee project documentation using ProjectWise and Oracle Aconex.
• Establish and maintain document control procedures and compliance requirements.
• Review document workflows, transmittals, RFIs, technical submissions, and approvals.
• Ensure proper filing, version control, archival, and document security.
• Maintain project registers, drawing logs, and correspondence records.

Client & Stakeholder Management

• Serve as the primary administrative point of contact for clients, consultants, contractors, and internal stakeholders.
• Coordinate project communications and ensure timely responses to project requests.
• Support client meetings and progress reviews.
• Build and maintain effective working relationships across regional and global teams.

Reporting & Governance

• Prepare executive-level weekly and monthly reports, dashboards, and project performance updates.
• Track project KPIs, deliverables, risks, and action items.
• Monitor compliance with company quality management systems and project governance requirements.
• Support audits and ensure project records are maintained accurately.

Commercial & Resource Support

• Support resource planning, utilization tracking, and onboarding activities.
• Coordinate procurement and contract administration activities.
• Monitor project budgets, invoices, and commercial documentation.
• Assist with project close-out documentation and lessons learned.

Qualifications

• Bachelor's Degree in Business Administration, Construction Management, Engineering, Project Management, or a related discipline.
• Professional certification in Project Management is advantageous.

Experience

• Minimum 8-12 years of experience in project administration within the building construction industry.
• Minimum 5 years' experience supporting hospital, healthcare, or large-scale construction projects.
• Proven experience leading project administration and document control functions for multidisciplinary project teams.
• Experience working with international clients and consultant teams is preferred.

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong hands-on experience with ProjectWise and Oracle Aconex.
• Experience with BIM project environments and document management processes.
• Knowledge of project reporting, KPI management, and data analysis.

Key Competencies

• Leadership and team management.
• Strong stakeholder engagement skills.
• Excellent organizational and coordination abilities.
• Effective communication and interpersonal skills.
• High attention to detail and quality.
• Ability to manage multiple projects and competing priorities.
• Strong problem-solving and decision-making capabilities.

Preferred Experience

• Hospital and healthcare facility construction projects.
• Large-scale MEP-intensive developments.
• Design consultancy or engineering consultancy environment.
• GCC, Singapore, or international healthcare infrastructure projects.