Project Administrator

We are seeking a highly organized and detail-oriented Project Administrator to support the successful planning and execution of projects across the organization. This role will be responsible for documentation, scheduling, stakeholder communication, procurement support, and ensuring compliance with internal and regulatory standards.

Key Responsibilities:

1. Project Documentation & Coordination

   • Develop, organize, and maintain comprehensive project documentation and filing systems.
   • Ensure version control and secure storage of all project-related files and materials.

2. Scheduling & Meeting Management

   • Coordinate meetings, including venue booking, sending calendar invites and meeting agenda.
   • Record and disseminate meeting minutes; monitor action items and follow-up as required.

3. Communication & Stakeholder Liaison

   • Collate and disseminate project information to internal and external stakeholders.
   • Address inquiries and escalate issues to the Project Manager or relevant parties when necessary.

4. Procurement Support

   • Perform procurement-related tasks such as vendor coordination and raising purchase orders.
   • Process invoices, monitor payment progress and assist in expense reconciliation.

5. Compliance & Quality Assurance

   • Maintain organizational policies, SOPs, and regulatory documentation in an audit-ready state.
   • Support quality assurance processes and ensure adherence to compliance standards.

6. Other Duties

   • Perform any other duties or responsibilities as assigned by Management to support evolving project or organizational needs.

Requirements:

• Diploma or Degree in Business Administration or a related field.
• At least 2 years of experience in project administration in construction, real estate or project environment.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent written and verbal communication skills.
• Strong interpersonal skills and able to engage with various stakeholders to resolve problems.
• High attention to detail, good discipline and organized in filing and document control.
• Able to work independently and as part of a team in a dynamic, fast-paced environment.
• Candidate to indicate expected salary and notice period in resume.