Project Admin

1. Project document controlling

- Collaborate with relevant departments (Legal, Finance, Design team, Vendors....) to ensure all project documentation such as full set of drawing, BOQ, vendors contract, firefighting document, construction licenses, quotations, etc. are approved before the contract start.

- Assist manager to ensure all the handover document with vendors, landlords, and internal parties are completed and recorded properly.

- Arrange and archive records of all documentation and reports in both digital format and hard copies.

2. Meeting coordination and minute-taking:

- Scheduling meetings: arranging project meeting and ensuring timely communication among team members and stakeholders.

- Minute-Taking: during meetings, Project Administrator document key decisions, assigned tasks, and next steps.

3. Payment controlling

- Create the Purchase Request (PR) for approval once having the BOQ and/or Variational Order approved.

- Follow up the payment term, claim process by checking the invoice, supporting document and making the payment request according to the agreement and reports deviations if any for all projects assigned.

4. Project coordinator and Reporting

- Follow up project schedule & collect questions, complaints, feedback from clients and report to manager on time.

- Assist the Country Project Manager to update the project timeline and highlight if it is out of track.

- Support the project team to prepare the relevant meeting with internal and external vendor and take note to follow up.

- Work with construction vendor to prepare all required document to support the construction at site.

- Check the site report from vendor vs project schedule and report if any deviations

- Ensure all required reports to relevant parties are updated and reported in timely manner.

The above statements are a snapshot of the duties and responsibilities of the role and are not intended to be an exhaustive list.

Required Competencies

- Able to manage document, BOQ and project contracts.

- Understand PR, PO process

- Good organizational skills

- Multitasking ability

- Competency in Microsoft applications including Word, Excel, and Outlook

- Ability to work effectively both independently and as part of a team

- Ability to work on tight deadlines and under pressure

- Motivated, resourceful, proactive and able to pay attention to details

Qualification and Experience Required

- Bachelor's degree in any fields

- 2-4 year experience in similar roles

- Candidates with experience from construction business is a plus