PROJECT COORDINATOR

Purpose/objective:
The Project Admin Coordinator (Asst. Manager) is responsible for managing the administrative tasks of project execution and coordinating on-site activities. This includes overseeing the managing of project documentation, handling scheduling, ensuring smooth communication between project teams and management (Sub Committee - SC), and assisting in the management of site works. The role also involves assisting the project team in monitoring, executing and inspection tasks related to site activities.

Keys/JDs:

Administrative Support:

a. Provide administrative support of each project, ensuring proper documentation management, including contracts, reports, plans/drawings, minutes and approvals.

b. Coordinate and schedule meetings, site inspections and coordination between the consultants, project team, contractors and management/SC.

c. Maintain and update project documents in both digital and physical, ensuring all documentation is accurate and easily accessible/traceable.

d. Project budget tracking, VO, EOT, invoicing, financial statement, assist on procurement tasks as needed.

e. Assist with preparing progress reports, updating daily logs and project documentation for approval and distribution/circulation for approval by respective parties/committees.

Site Work Coordination:

a. Oversee, handling, supervise and support the execution of site works by coordinating tasks between consultants, site supervisors, contractors and suppliers.

b. Track progress of on-site activities to ensure the work progress according to the agreed project timelines and schedules.

c. Assist in the identification of site risks and ensure corrective actions and improvement are implemented in a timely manner.

d. Monitor work quality according to project specifications and site compliance with safety standards/regulations.

e. Coordinate with contractors/sub-con, site workers to ensure the availability of necessary materials, tools and equipment.

f. Ensure that the site team adheres to all safety requirement and project works regulations.

g. Act as a liaison between the project off-site and the construction on-site, ensuring effective communication between teams.

Communication and Liaison:

a. Facilitate communication between project management, contractors (suppliers) and management, ensuring all parties are informed of project developments/progress/necessary update matters.

b. Assist in the preparation of site reports, including updates on progress, safety issues or changes in the scope of work/specification.

c. Help in resolve issues that may arise on-site and ensure the project is moving forward smoothly and efficiently.

Scheduling and Tracking:

a. Assist in creating and maintaining detailed project schedules, coordinating site activities and ensuring all tasks are completed as agreed plan.

b. Monitor and report on the progress of site works including any delays or issues that impact project timelines/schedules.

Other Duties/Tasks:

a. Support the management team with tracking orders, managing deliveries and ensuring the availability of materials for ongoing site works.

b. Track project costs and ensure that expenditures remain within the allocated budget and approved project cost.

c. Maintain effective coordination between relevant parties (office-based/off-site project teams and on-site staff).

Skills & Qualifications:

1. Experience in project coordination, administrative support or construction-related roles.

2. Knowledge of site work processes, construction procedures and safety regulations.

3. Proficiency in project management software (e.g., MS Project or similar tools).

4. Strong organizational skills and ability to manage multiple tasks and priorities.

5. Ability to communicate effectively with various levels including site workers, contractors and management/committees.

6. Excellent in problem-solving and decision-making skills.

7. Strong attention to detail and accuracy in documentation.

8. Ability to work independently, adhoc duties, long working hours and as part of all teams.

9. Bachelor's degree in project management, construction management or a related field is preferred.

10. At least 5 years of experience in a project coordination or administrative role, preferably within the construction or facilities management industry.

11. Basic knowledge of construction drawings, software drawing (e.g. AutoCAD, Autodesk Revit or similar) and site requirements is an advantage.