Project Administrator

Project Administrator

📍 Makati City

About the Role

M.Q Lightings Enterprises Inc. is looking for a Project Administrator to provide administrative and operational support to our project teams. The role involves managing project documentation, resources, budgets, procurement coordination, inventory, compliance requirements, and project closeout activities.

What you'll be doing

1. Documentation Management

• Maintain and organize all project documentation, including schedules, contracts, permits, forms, formal letters, and approved drawings.
• Ensure that all project documents are updated, properly filed, and accessible to relevant team members.
• Maintain proper documentation and filing of project-related records.

2. Resource Management

• Assist in managing project resources such as materials, personnel, tools, and equipment.
• Prepare requisitions for materials and other project requirements.
• Monitor and record the movement of project materials, including in and out inventory.
• Monitor and record the in and out of MQ tools and equipment.
• Report any defective, damaged, or missing materials, tools, or equipment to the Project-in-Charge (PIC) / Project Manager (PM).

3. Budget Tracking

• Assist in tracking project expenses and ensure that expenses are aligned with the approved project budget.
• Report any budget variances or concerns to the PIC / PM.
• Handle requests for payment and petty cash vouchers.
• Prepare and submit a weekly budget report to the PIC / PM.

4. Record Keeping

• Maintain accurate and organized records of project-related activities, decisions, communications, and transactions.
• Ensure that project records are properly updated and readily available when needed.

5. Procurement Support

• Canvas and source suppliers for items and materials required for installation, in close coordination with the PIC, while ensuring that required technical specifications are met.
• Assist in the procurement process by monitoring orders, deliveries, and vendor communications.
• Coordinate with the Back Office in assigning personnel and vehicles for the delivery of materials and equipment from the MQ office to the project site.
• Follow up with the Back Office regarding all pending project requisitions.
• Monitor the status of procurement requests and ensure timely delivery of required materials and equipment.

6. Compliance and Permits

• Ensure that all necessary project permits, approvals, and related documents are secured and kept up to date.
• Monitor the status and expiration of permits and other compliance requirements.
• Coordinate with the concerned personnel regarding pending permits and approvals.

7. Project Closeout Activities

• Assist in the project closeout process.
• Maintain documentation of final inspections and project completion requirements.
• Ensure that all necessary project closeout documents and paperwork are completed and properly filed.
• Assist the project team in completing outstanding administrative requirements before project turnover.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Office Administration, Project Management, Engineering, or a related field.
• Previous experience in project administration, project coordination, construction, installation, or a similar role is an advantage.
• Knowledge of project documentation, procurement, inventory, and basic budget monitoring is preferred.
• Proficient in Google Sheet.
• Strong organizational and record-keeping skills.
• Good communication and coordination skills.
• Detail-oriented and able to manage multiple tasks and deadlines.
• Can work independently and coordinate effectively with different departments, suppliers, and project personnel.
• Willing to work in a fast-paced project environment.

Why Join Us?

• 💰 Competitive salary + performance-based incentives
• 🚀 Career growth and learning opportunities
• 🎬 Exposure to globally recognized brands and cutting-edge technology
• 🤝 Collaborative and supportive team environment

About MQ Lightings

M.Q. Lightings Enterprises, Inc. has been a trusted leader in the Philippine film, broadcast, stage, and live events industry since 1989. We represent over 50 globally recognized brands and provide world-class equipment, technical expertise, and reliable service to creative professionals nationwide.