Project Administrator And Systems Coordinator

Description

TGP International

We create, design and build award winning world-class F&B and retail brands for our clients and partners.

TGP International are a hospitality consultancy based in London and Dubai. We team up with passionate brands, clients and entrepreneurs to make their long-term vision a reality through concept development, creative interior design, graphic design & branding, franchising, advisory & operational services and project management.

Some of our clients include: Dubai Expo 2020, Marriott, Hilton, Waldorf Astoria, Harrods, Sushi Samba, Adrift Burger Bar, Nakheel Malls, Selfridges, Time Out Market, FIFA World Cup 2022, The National, and Tashas.

Do you have a real passion for food and hospitality? Are you a foodie? Does the idea of creating world-class restaurants, food halls and F&B excite you?

As the world’s leading hospitality agency, offering an outstanding 360 degree service to our clients, we are constantly striving to be the best and lead the sector in F&B and hospitality consultancy. We need a driven and creative person to join our fun and dynamic team and have a direct contribution and client exposure on some of the world’s leading projects.

Position overview:

The Project Admin & Systems Coordinator supports the setup, coordination and administration of TGP projects, systems and shared project information.

The role helps improve visibility across Asana, Clockify, SharePoint and other business platforms, ensuring teams have the information, access and structure needed to deliver work efficiently.

Key responsibilities

Business systems & software administration

• Administer and support Clockify, Asana, HubSpot and other business systems.
• Coordinate project onboarding within Asana, including project creation, team allocation and access management.
• Assist with Clockify project setup, employee assignment and timesheet onboarding.
• Train teams on effective platform usage and best practices.
• Maintain dashboards and improve data visibility across systems.
• Promote consistent adoption and standard operating procedures.
• Ensure shared resource tasks are visible in Asana.
• Maintain clear task briefs, deadlines, owners and status updates in Asana.
• Support teams in using Asana to manage central resource requests.

Project & document control

• Set up new projects and maintain project records.
• Manage file naming conventions and document control.
• Coordinate contract administration and project documentation.
• Support invoice tracking and project cashflow administration.
• Assist with sub-consultant coordination and payment tracking.
• Support client portals such as Aconex and other file-sharing platforms.
• Maintain TGP project lists and keep it up to date and issue new project announcements.
• Support SharePoint folder setup, syncing and document upload processes.
• Maintain template libraries and latest approved formats.
• Help teams reduce formatting time by preparing documents in TGP standard.

Meeting governance for client leads

• Monitor meeting minutes and action completion.
• Support compliance with TGP's IMPACT meeting principles.
• Follow up on outstanding actions with teams.

Excel, data & feasibility support

• Support feasibility template updates and formatting.
• Help check linked Excel formulas and flag errors.
• Support teams with clean Excel outputs in TGP format.
• Work with teams to identify where tools or AI can reduce manual formatting.

Creative & proposal support

• Prepare high-quality PowerPoint presentations.
• Source and curate imagery.
• Assist with concept copywriting and presentation narratives.
• Support proposal formatting and business development documentation.
• Support proposal trackers, pitch folders and submission admin.

Preferred experience

• Experience using project management or CRM software.
• Strong PowerPoint design skills.
• Excellent English writing and copy-editing ability.
• Research and analytical capabilities.
• Experience in consulting, hospitality or professional services environments.
• Strong Excel skills and attention to formula accuracy.
• Experience with Asana, Clockify, SharePoint or similar platforms.

Requirements

• Bachelor’s degree in Business Administration, Operations, Project Management or a related field.
• Strong organisational skills.
• Excellent English and Arabic communication skills.
• Strong PowerPoint, Excel and document formatting skills.
• High attention to detail.
• Comfortable working with multiple teams and deadlines.