Project Administrator (Site Based)

The Project Administrator plays a critical role in supporting the Project Lead and project team by managing day-to-day administrative and coordination activities. This role ensures that project documentation, communication, and reporting processes are consistently organized, accurate, and delivered on time.

The Project Administrator will serve as a key liaison between the client, consultants, contractors, and internal stakeholders, ensuring smooth flow of information to support the successful execution of the project.

Responsibilities include but not limited to the following:

Administrative Support & Documentation

• Act as the primary administrative assistant to the Project Lead, ensuring all project administration functions are carried out efficiently.
• Prepare, proofread, and manage project-related documents, including meeting minutes, letters, reports, presentations, and correspondence.
• Maintain a structured filing system (hard copy and electronic) for all project-related documentation to ensure easy retrieval and compliance with internal standards.
• Receive, screen, and track confidential correspondences and packages from clients, consultants, and contractors, maintaining a detailed tracking log.

Project Coordination

• Assist in coordinating schedules, meetings, and activities of the project team to ensure deadlines are met.
• Attend all project meetings, accurately record detailed meeting notes, and ensure timely distribution to stakeholders.
• Act as the central point of contact for communication among the client, consultant, and contractor, facilitating effective collaboration.
• Support the Project Lead in monitoring progress through tracking systems and ensure follow-ups on outstanding actions.

Reporting & Monitoring

• Generate the monthly Project Group Control Report for submission to the Project Lead and the client for Board of Directors meetings.
• Compile, review, and present timesheets, quotations, and other financial or project-related documentation for the Project Lead’s review and approval.
• Monitor and maintain project trackers and databases to ensure accurate and up-to-date records of project status, deliverables, and correspondence.

Operational & Financial Administration

• Prepare, organize, and distribute project materials required by the team and stakeholders.
• Provide logistical support for travel arrangements, meetings, and project-related events as required.
• Assist in maintaining personnel records and coordinating HR-related administrative matters within the project team.

Requirements:

• Min 3 years’ experience in general office responsibilities and procedures.
• Working knowledge of Microsoft Word and Outlook; Excel and PowerPoint helpful.
• Must be able to work independently and as a part of a team.
• Professional attitude with ability to build relationships and foster teamwork.
• Attentive to time management, proactive planning, and responsive to requests.
• Ability to create routine reports and correspondence.
• Demonstrated self-motivation, maturity, and interpersonal skills.
• Ability to communicate well both verbally and in writing.
• Should have knowledge of Microsoft Word and Excel