Project Manager system Administrator

Project Management System Administrator

Department: Project Management Office (PMO)
Reporting To: CEO / COO / CFO
Location: Office-Based

Position Overview

We are seeking a highly organized and proactive Project Management System Administrator to manage and optimize our Zoho Projects platform and support project governance across the organization. The role will be responsible for ensuring that all projects are effectively planned, tracked, monitored, and reported through Zoho Projects, with strong coordination across operations, project teams, finance, procurement, and HR.

This position is ideal for a candidate who combines project coordination skills with system administration capability and a strong understanding of AEC (Architecture, Engineering & Construction) business processes.

Key Responsibilities

1. Zoho Projects Administration

• Administer and maintain the Zoho Projects platform across the organization.
• Create, configure, and manage project templates, task structures, milestones, and dependencies.
• Set up user roles, permissions, and access controls.
• Configure custom fields, layouts, workflows, and automations as per business requirements.
• Ensure accurate project data entry, maintenance, and periodic review.

2. Project Setup and Coordination

• Create new projects upon award of work order or contract.
• Define project timelines, milestones, deliverables, and baseline schedules.
• Upload and organize project-related documentation in a structured manner.
• Coordinate with project managers for timely project setup and updates.
• Support standardization of project planning and execution processes.

3. Project Monitoring and Reporting

• Track project progress on a daily basis.
• Monitor task status, milestone completion, delays, dependencies, and pending actions.
• Identify project risks, bottlenecks, and escalation points.
• Prepare periodic project dashboards and management reports.
• Support leadership with timely insights on project performance and progress.

4. Resource Management

• Assist in resource allocation based on project requirements and team capacity.
• Monitor workload distribution and utilization across departments.
• Highlight resource gaps, over-allocation, and future manpower requirements.
• Coordinate with department heads for effective resource planning.

5. Timesheet and Utilization Management

• Ensure daily timesheet submission by employees.
• Verify correct mapping of time entries to projects, tasks, and activities.
• Monitor billable and non-billable utilization.
• Follow up on pending timesheets and approvals.
• Support preparation of utilization and productivity reports.

6. Budget and Cost Monitoring

• Support project budgeting and budget-versus-actual tracking.
• Monitor project-related expenses, cost allocations, and variances.
• Coordinate with finance and procurement teams for cost visibility.
• Assist in project profitability tracking and analysis.

7. MIS, Dashboards, and Management Reporting

• Prepare weekly and monthly project MIS reports.
• Maintain dashboards covering project status, delays, utilization, budgets, and profitability.
• Provide management with actionable insights for decision-making.
• Ensure data accuracy and consistency across reports.

8. Process Compliance and Governance

• Drive adoption of standardized project management processes.
• Monitor compliance with defined workflows, approvals, and documentation requirements.
• Conduct periodic reviews to ensure project discipline and control.
• Support implementation of SOPs and best practices for project execution.

9. Documentation and Knowledge Management

• Maintain organized digital records for agreements, drawings, RFIs, MOMs, reports, approvals, and closure documents.
• Ensure project files are updated, complete, and easily accessible.
• Support document control and version management practices.

10. Automation and Continuous Improvement

• Identify opportunities to reduce manual work through automation.
• Recommend improvements in workflows, reporting, and system usage.
• Support training of users on Zoho Projects and related processes.
• Assist in improving overall project governance and system adoption.

Required Skills and Competencies

• Strong working knowledge of Zoho Projects; familiarity with Zoho Books, Zoho People, and Zoho Analytics will be an advantage.
• Good understanding of project planning, monitoring, and reporting.
• Excellent analytical, coordination, and problem-solving skills.
• Strong command over Excel and reporting tools.
• Ability to manage multiple projects and priorities simultaneously.
• Good communication and stakeholder management skills.
• High attention to detail and process orientation.

Educational Qualification

• Graduate in Engineering, Architecture, Construction Management, Business Administration, or a related discipline.
• Professional certification in project management or Zoho tools will be an added advantage.

Experience

• 37 years of relevant experience in project coordination, PMO, project controls, project administration, or system management.
• Experience in AEC, PMC, design, construction, or interior projects preferred.
• Prior exposure to project management software such as Zoho Projects, Primavera, Microsoft Project, Procore, or similar tools will be valuable.

Key Performance Indicators

• Timely creation and setup of all projects in Zoho Projects.
• High compliance with timesheet submission and project updates.
• Accurate and timely management reporting.
• Effective resource tracking and utilization monitoring.
• Consistent project documentation and process compliance.
• Continuous improvement in system adoption and workflow efficiency.

Role Outcome

The role will play a critical part in strengthening project control, improving visibility, and ensuring disciplined execution across the organization. Over time, the position can evolve into a broader PMO or Project Controls role as the organization scales.