Project Administrator

The Project Administrator is responsible for providing administrative, financial, and coordination support to ensure projects are properly documented, monitored, and delivered smoothly.

Key responsibilities include:

• Manage applications for work permits, access passes, and other project-related approvals in coordination with project and management teams.
• Arrange and coordinate project team work schedules, including maintaining and updating the shared project calendar.
• Prepare, review, issue, and maintain records of project quotations and invoices.
• Source, arrange, and maintain project-specific insurance policies where required.
• Ensure customer Purchase Orders (POs) or signed quotations are obtained before project commencement.
• Track project progress and key milestones to support accurate and timely invoicing and payment collection.
• Prepare, maintain, and analyse project costing reports, including monitoring project expenses against quotations or budgets.
• Administer project cash advances and credit card expenses, including verifying receipts, supporting documents, and expense records.
• Follow up on outstanding project documentation, approvals, POs, invoices, and other administrative matters.
• Coordinate closely with Project Coordinators, Project Managers, vendors, clients, mall management, and internal departments to support smooth project execution and delivery.
• Maintain proper filing and documentation for project-related records, including quotations, POs, invoices, permits, insurance, costing, and expenses.
• Provide general administrative support to the project and management teams as required.
• Perform any other ad-hoc duties or assignments as directed by Management.

Requirements:

• Minimum Diploma in Business Administration, Project Management, Accounting/Finance, or a related field.

• Minimum 1–2 years of administrative or project coordination experience. Fresh graduates with good administrative and organisational skills may also be considered.

• Proficient in Microsoft Office, especially Excel, Word and Outlook.

• Good organisational and time-management skills, with the ability to manage multiple projects and deadlines simultaneously.

• Good communication and coordination skills when dealing with internal teams, clients, vendors and external parties.

• Detail-oriented and comfortable handling financial figures, receipts, POs and supporting documents.

• Able to work independently and follow up proactively on outstanding matters.

• Basic understanding of project administration, purchasing, insurance, permits or mall submission processes would be an advantage, but not essential.

• Willing to undertake other ad-hoc duties assigned by Management.