PROJECT DEVELOPMENT ASSISTANT

About the role

The Project Development Assistant provides administrative, coordination, procurement, financial, documentation, and project support to the Project Development Department throughout the development and implementation of the project.

The position assists in the coordination of design, construction, procurement, commercial, financial, and administrative activities, ensuring that information, documents, schedules, approvals, and follow-ups are properly maintained and communicated among consultants, contractors, suppliers, project managers, and internal management.

The Project Development Assistant primarily performs data gathering, document preparation, tracking, coordination, follow-up, and administrative support, while more complex technical evaluations, commercial decisions, financial controls, recommendations, and approvals remain with the Project Development Associate, Project Development Manager, and Senior Vice President – Project Development, as applicable.

Key responsibilities

A. Design & Construction Coordination

1. Assist in the day-to-day coordination of design and construction-related matters within the Project Development Department.
2. Assist in coordinating with architects, engineers, consultants, project managers, contractors, and suppliers regarding routine project requirements and follow-ups.
3. Maintain and update trackers for design submissions, drawings, specifications, RFIs, technical documents, approvals, and other project deliverables.
4. Assist in monitoring the status of drawings, plans, technical submissions, material submittals, samples, and other project documentation.
5. Follow up with consultants, contractors, suppliers, and other project stakeholders on outstanding submissions, approvals, responses, and required actions.
6. Assist in documenting project meetings, coordination meetings, site meetings, and other project-related discussions.
7. Maintain records of instructions, correspondence, technical submissions, approvals, and other relevant project documentation.
8. Assist the Project Development Manager and Project Development Associate in coordinating information required for construction and design decisions.
9. Assist in monitoring general project schedules and reporting delays or outstanding matters requiring attention.
10. Escalate technical, construction, design, quality, schedule, or coordination issues to the appropriate superior when they require management action or professional evaluation.

B. Procurement, Sourcing & Bidding Support

1. Assist in sourcing contractors, suppliers, consultants, materials, equipment, and services as directed.
2. Request quotations, proposals, catalogs, technical information, samples, and other supplier documentation.
3. Assist in preparing bid and quotation comparison sheets.
4. Maintain supplier and contractor databases and prequalification records.
5. Coordinate the distribution and receipt of plans, specifications, scope of work, and bidding documents.
6. Follow up on quotations, bids, clarifications, and commercial submissions.
7. Assist in organizing supplier and contractor presentations, meetings, showroom visits, and product evaluations.
8. Assist in documenting commercial negotiations and maintaining procurement records.

C. Procurement Schedule & Supplier Follow-Up

1. Monitor the status of purchase requirements and procurement activities.
2. Follow up with suppliers and contractors regarding quotations, orders, production, delivery, and completion.
3. Maintain procurement and delivery trackers.
4. Identify delayed or outstanding procurement requirements and report them to the Project Development Associate.
5. Assist in coordinating deliveries with the project site, warehouse, contractors, and relevant project personnel.

D. Purchase Order Administration

1. Prepare and process Purchase Order documentation based on approved requirements.
2. Ensure supporting quotations, specifications, approvals, and other required documents are attached to purchase requests and POs.
3. Maintain an updated Purchase Order register.
4. Monitor PO status, commitments, deliveries, and balances.
5. Coordinate with suppliers regarding PO acknowledgment and documentation.
6. Escalate discrepancies or issues relating to POs and commitments.

E. CAPEX & Project Cost-Control Support

1. Assist in maintaining project CAPEX records and trackers.
2. Record approved commitments, purchase orders, contracts, variations, invoices, payments, and outstanding balances.
3. Assist in reconciling procurement commitments against the approved project budget.
4. Maintain supporting documentation for project cost reports.
5. Assist in identifying discrepancies or unusual variances for review by the Project Development Associate.
6. Provide updated cost and commitment information as required for management reporting.

F. Billing & Payment Administration

1. Receive and organize contractor, consultant, supplier, and service-provider billing documents.
2. Check that billing submissions contain the required supporting documents before forwarding them for review.
3. Assist in maintaining billing and payment trackers.
4. Coordinate with project managers, consultants, contractors, suppliers, and the Finance team regarding missing or incomplete billing documents.
5. Monitor the status of payment requests and follow up on outstanding documentation.
6. Escalate billing discrepancies or issues requiring commercial or financial review.

G. Financial & Administrative Support

1. Assist in preparing project financial reports, schedules, summaries, and supporting documents.
2. Assist in tracking project disbursements, receipts, commitments, and outstanding payments.
3. Maintain records supporting project cash-flow monitoring.
4. Assist in preparing financial information required by management, auditors, government agencies, and other authorized parties.
5. Coordinate with the Project Development Associate on routine financial and administrative matters.

H. Regulatory & AccuComply Support

1. Assist in compiling documents and information required for government submissions and regulatory compliance.
2. Maintain trackers for permits, licenses, certifications, registrations, and other project-related regulatory requirements.
3. Follow up on outstanding regulatory documents and submissions as instructed.
4. Coordinate with AccuComply regarding documentation and administrative requirements.
5. Maintain organized records of regulatory submissions, acknowledgments, approvals, and correspondence.

I. Project Documentation & Records Management

1. Maintain an organized filing system for project documents.
2. Ensure that drawings, specifications, contracts, quotations, POs, invoices, reports, correspondence, approvals, and other project records are properly filed.
3. Maintain electronic and physical project records as required.
4. Assist in document control and retrieval of project information.
5. Ensure that current versions of documents are properly identified and maintained.
6. Support the preparation of documentation required for audits, management reviews, project meetings, and project close-out.

J. Stakeholder & Project Coordination

1. Assist in coordinating routine communications between the Project Development Department and consultants, contractors, suppliers, project managers, and other stakeholders.
2. Follow up on assigned action items and outstanding requirements.
3. Assist in preparing meeting agendas, minutes, action-item lists, and follow-up reports.
4. Monitor assigned action items until completion and report unresolved matters to the appropriate superior.
5. Provide timely information to the Project Development Associate and Project Development Manager.

K. Project Close-Out Support

1. Assist in collecting and organizing project close-out documents.
2. Assist in tracking outstanding works, documents, warranties, manuals, certificates, as-built drawings, and other turnover requirements.
3. Coordinate with contractors, consultants, suppliers, and project managers regarding outstanding close-out requirements.
4. Maintain close-out trackers and documentation.
5. Assist in preparing records for final project turnover and completion.

L. General Project Development Support

1. Provide general administrative and coordination support to the Project Development Department.
2. Assist the Project Development Associate and Project Development Manager with special projects and assignments.
3. Conduct basic research on suppliers, contractors, materials, equipment, construction methods, and project-related requirements as directed.
4. Assist in preparing presentations, reports, schedules, spreadsheets, and management information.
5. Perform other duties reasonably related to project development, procurement, finance, design, construction coordination, and administration as assigned.

About you

• Bachelor's degree in Engineering, Construction Management, Architecture, or related fields
• 1–4 years of relevant experience in project development, construction, procurement, finance, administration, real estate, hospitality, or a related field
• Proficient in Microsoft Excel, Word, and PowerPoint
• Ability to maintain trackers and databases
• Ability to prepare basic reports, schedules, and presentations
• Basic understanding of design and construction processes
• Understanding of construction documentation
• Strong document control and records management skills
• Professional communication and coordination abilities
• Attention to detail and ability to work under deadlines