Admin cum Project Coordinator

Project Coordinator / Project Admin

Key Responsibilities

• Coordinate daily project activities between Management, Project Managers, site teams, workers, clients, suppliers and subcontractors.
• Prepare and maintain project documents, reports, correspondence, meeting minutes, schedules, quotations, purchase orders and administrative records.
• Monitor project schedules, deadlines, work progress, manpower deployment, material deliveries and outstanding matters.
• Follow up closely with project and site teams to ensure assigned tasks are completed on schedule.
• Arrange project meetings, site appointments, inspections and other project-related activities.
• Maintain proper document control and filing for contracts, drawings, submissions, approvals, invoices, delivery orders and other project records.
• Prepare and submit required project documents to clients, consultants, main contractors and relevant authorities.
• Coordinate purchasing requirements, obtain quotations and follow up with suppliers on orders and deliveries.
• Assist with workers' attendance, timesheets, leave, training, passes and manpower documentation.
• Track project expenses, invoices, claims, variation orders and payment documentation in coordination with the Accounts team.
• Prepare weekly and monthly project progress and administrative reports for Management.
• Identify delays, outstanding matters or documentation issues and promptly highlight them to the Project Manager or Management.
• Maintain professional communication with customers and respond to project-related enquiries.
• Provide general administrative support including correspondence, data entry, filing, telephone enquiries and office coordination.
• Perform other project coordination and administrative duties assigned by Management.

Requirements

• Diploma or equivalent qualification.
• Preferably 1–3 years of experience in project coordination, project administration or a similar role.
• Proficient in Microsoft Excel, Word, Outlook and PowerPoint.
• Strong communication, organisation, documentation and follow-up skills.
• Able to multitask, prioritise work and meet deadlines.
• Able to coordinate effectively with site personnel, clients, suppliers and subcontractors.
• Experience in construction, engineering, M&E, ACMV or project-based operations will be an advantage.