PROJECT ADMINISTRATOR

Key Responsibilities

1. Project Administration & Documentation

• Manage, organize, and maintain project documents in both physical and digital formats.
• Prepare, update, and maintain project databases, records, and administrative trackers.
• Prepare project administrative reports and assist in compiling project progress reports as required.
• Manage project documentation, including Work Orders (SPK), Purchase Orders (PO), delivery orders, delivery notes, Minutes of Handover (BAST), work reports, and other supporting documents.
• Ensure all project documents are complete, accurate, properly filed, and easily accessible for reference and audit purposes.
• Follow up with relevant departments and project stakeholders to obtain outstanding documents and ensure timely completion of administrative requirements.

2. Project Cost & Reimbursement Administration

• Compile and maintain project expense records and cost-related documentation.
• Process and monitor project reimbursement submissions, including checking receipts, invoices, payment evidence, and other supporting documents for completeness.
• Prepare reimbursement summaries and submit complete documentation to the Finance & Accounting team for verification and payment processing.
• Maintain reimbursement trackers and monitor the status of submissions, approvals, and payments.
• Assist in reconciling project expenses against supporting documents and approved budgets.
• Coordinate with project personnel and relevant departments to resolve discrepancies or incomplete reimbursement documentation.

3. Daily Worker Payroll Administration

• Collect, verify, and consolidate daily worker attendance records, timesheets, working days, overtime records, and other payroll-related information.
• Prepare daily worker payroll recapitulations based on verified attendance and approved wage rates.
• Coordinate with site supervisors and Project Managers to verify attendance, overtime, and daily worker work records.
• Submit complete payroll supporting documents to the HRGA and/or Finance team for verification and payment processing.
• Maintain accurate records of daily worker payroll data, including attendance summaries, wage calculations, and payment documentation.
• Follow up on discrepancies in attendance records, overtime claims, and payroll supporting documents to ensure accurate payroll processing.
• Maintain the confidentiality of employee and daily worker payroll information.

4. Material & Procurement Administration

• Assist in monitoring project material and equipment requirements and maintaining related administrative records.
• Coordinate with Purchasing and site teams regarding Purchase Orders, delivery schedules, delivery notes, and material receipt documentation.
• Maintain records of material requests, deliveries, and supporting documents.
• Follow up on outstanding procurement documents and ensure proper documentation of project material transactions.

5. Coordination & Reporting

• Coordinate with Project Managers, Project Controllers, site engineers, technicians, Purchasing, Finance & Accounting, HRGA, and other relevant departments.
• Prepare periodic administrative summaries related to project documentation, expenses, reimbursements, and daily worker payroll.
• Assist in maintaining project trackers and reporting the status of outstanding documents and administrative activities.
• Support internal reviews and document requests related to project administration and financial records.
• Perform other project administrative duties as assigned by the supervisor or management.

Qualifications & Experience

• Minimum Diploma (D3) or Bachelor's Degree (S1) in Business Administration, Accounting, Management, Finance, or a related field.
• Minimum 1–3 years of experience in project administration, project support, or a similar administrative role.
• Experience in construction, engineering, MEP, electrical installation, or Data Center projects is an advantage.
• Familiarity with project documentation, including SPK, PO, delivery notes, BAST, invoices, and work reports.
• Basic understanding of project expenses, reimbursement procedures, and supporting financial documentation.
• Experience handling attendance recapitulation, timesheets, and daily worker payroll administration is preferred.
• Proficient in Microsoft Office, particularly Microsoft Excel and Word.
• Familiarity with project management systems, ERP systems, or digital document management platforms is an advantage.
• Good organizational, coordination, and time management skills.
• Strong attention to detail and accuracy in handling documents and numerical data.
• Good communication and interpersonal skills.
• Able to work independently and collaboratively with cross-functional teams.
• High level of integrity and ability to maintain confidentiality of company, project, and payroll information.
• Willing to work at project sites or travel to project locations when required.