Project Administrator

What if you could shape a career as unique as you?

What you'll do:
Project Coordination and Communication:
• Provide comprehensive administrative and coordination support to assigned project teams; ensuring project
tasks are completed accurately, on time, and to a high standard
• Maintain project documents, work instructions, trackers, reports, and correspondence as required
• Use approved software tools and templates to maintain assigned reports, dashboards, trackers, and/or
spreadsheets with strong attention to data accuracy and consistency
• Assist with project scheduling activities, including tracking upcoming and overdue actions, following up with
team members, and supporting resolution
• Support project cost tracking, budget monitoring, expenditure recording, and forecasting activities related to
cost control
• Interface with accounting/finance teams to support compliance with invoicing requirements; assist with invoice
preparation and facilitation of timely payment using PO system
• Maintain accurate logs for project expenses and related documentation in line with governance and audit
requirements
• Coordinate logistical requirements for the project team, including travel arrangements (with relevant H&S
considerations where applicable) and meeting/boardroom bookings and setup.
• Assist in the development of presentations and materials for meetings, conferences, and project reviews.
• Plan work schedules to balance peak and slack periods; prepare for unexpected priorities and changing
requirements.
• Coordinate project closure activities including archiving documentation and collating client feedback
• Support lessons learned documentation, sub-consultant evaluations, and project experience profiles as
required
• Ensure project records are complete, accurate, and readily retrievable for audit or future reference
• Understanding and use of new ERP system.

Continuous Improvement & Team Contribution:
• Take initiative and display a strong drive for achievement; be accountable, committed, and dependable in
delivering best possible results
• Be proactive to suggest improvements in processes and efficient ways of working
• Ensure consistency and quality by checking own work and assisting in reviewing team’s work output

Success Measures:
• Accurate, compliant, and well-maintained project documentation, logs, and records
• Timely and reliable support to Project Managers and technical teams
• High-quality reporting outputs (dashboards, trackers, and progress reports) delivered on schedule
• Smooth coordination of meetings, logistics, and stakeholder communications
• Positive stakeholder feedback and demonstrated contribution to workflow and team efficiency

What we will love about you:
• Higher Diploma / Diploma or above in Business Administration, Project Management, or related disciplines
• With 3 to 5 years of relevant experience in project administration, project coordination, or
secretarial/administrative support
• Exposure to engineering, construction, consultancy, or professional services environments is preferred
• Fresh graduates with strong administrative aptitude may be considered (role dependent).
• Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook)
• Able to prepare professional-quality reports, presentations, and client-ready documentation
• Strong organisational skills, attention to detail, and ability to manage multiple tasks and deadlines • Effective communication, coordination, and stakeholder management skills
• Self-initiative, independent, and responsible; able to work proactively with minimal supervision
• Good command of English and Chinese
• Preferred knowledge and exposure:
• Project management or project controls
• Experience supporting proposals/tenders and project deliverables
• Familiarity with document control systems or project management platforms

What you'll do:
Project Coordination and Communication:
• Provide comprehensive administrative and coordination support to assigned project teams; ensuring project
tasks are completed accurately, on time, and to a high standard
• Maintain project documents, work instructions, trackers, reports, and correspondence as required
• Use approved software tools and templates to maintain assigned reports, dashboards, trackers, and/or
spreadsheets with strong attention to data accuracy and consistency
• Assist with project scheduling activities, including tracking upcoming and overdue actions, following up with
team members, and supporting resolution
• Support project cost tracking, budget monitoring, expenditure recording, and forecasting activities related to
cost control
• Interface with accounting/finance teams to support compliance with invoicing requirements; assist with invoice
preparation and facilitation of timely payment using PO system
• Maintain accurate logs for project expenses and related documentation in line with governance and audit
requirements
• Coordinate logistical requirements for the project team, including travel arrangements (with relevant H&S
considerations where applicable) and meeting/boardroom bookings and setup.
• Assist in the development of presentations and materials for meetings, conferences, and project reviews.
• Plan work schedules to balance peak and slack periods; prepare for unexpected priorities and changing
requirements.
• Coordinate project closure activities including archiving documentation and collating client feedback
• Support lessons learned documentation, sub-consultant evaluations, and project experience profiles as
required
• Ensure project records are complete, accurate, and readily retrievable for audit or future reference
• Understanding and use of new ERP system.

Continuous Improvement & Team Contribution:
• Take initiative and display a strong drive for achievement; be accountable, committed, and dependable in
delivering best possible results
• Be proactive to suggest improvements in processes and efficient ways of working
• Ensure consistency and quality by checking own work and assisting in reviewing team’s work output

Success Measures:
• Accurate, compliant, and well-maintained project documentation, logs, and records
• Timely and reliable support to Project Managers and technical teams
• High-quality reporting outputs (dashboards, trackers, and progress reports) delivered on schedule
• Smooth coordination of meetings, logistics, and stakeholder communications
• Positive stakeholder feedback and demonstrated contribution to workflow and team efficiency

What we will love about you:
• Higher Diploma / Diploma or above in Business Administration, Project Management, or related disciplines
• With 3 to 5 years of relevant experience in project administration, project coordination, or
secretarial/administrative support
• Exposure to engineering, construction, consultancy, or professional services environments is preferred
• Fresh graduates with strong administrative aptitude may be considered (role dependent).
• Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook)
• Able to prepare professional-quality reports, presentations, and client-ready documentation
• Strong organisational skills, attention to detail, and ability to manage multiple tasks and deadlines • Effective communication, coordination, and stakeholder management skills
• Self-initiative, independent, and responsible; able to work proactively with minimal supervision
• Good command of English and Chinese
• Preferred knowledge and exposure:
• Project management or project controls
• Experience supporting proposals/tenders and project deliverables
• Familiarity with document control systems or project management platforms