Project Administrator

We are seeking a highly organized and detail-oriented Project Administrator to support the successful planning and execution of projects across the organization. This role will be responsible for documentation, scheduling, stakeholder communication, procurement support, and ensuring compliance with internal and regulatory standards.

Job Responsibilities:

Project Documentation & Coordination

• Develop, organize, and maintain comprehensive project documentation and filing systems.
• Ensure version control and secure storage of all project-related files and materials.

Scheduling & Meeting Management

• Coordinate meetings, including venue booking, calendar invites, and preparation of agendas.
• Record and disseminate meeting minutes; monitor action items and follow up as required.
• Track project timelines, milestones, and deliverables, and alert relevant stakeholders of any potential delays.

Communication & Stakeholder Liaison

• Serve as a central point of contact for internal and external stakeholders.
• Prepare and distribute project updates, progress reports, and other key communications.
• Address inquiries and escalate issues to the Project Manager or relevant parties when necessary.

Procurement Support

• Monitor project budgets, process invoices, and assist in expense reconciliation.
• Support procurement-related tasks such as vendor coordination, raising purchase orders, and processing claims.

Compliance & Quality Assurance

• Maintain organizational policies, SOPs, and regulatory documentation in an audit-ready state.
• Support quality assurance processes and ensure adherence to compliance standards.

Other Duties

• Perform any other duties or responsibilities as assigned by Management to support evolving project or organizational needs.

Job Requirements:

• Diploma or Degree in Business Administration, Project Management, or a related field.
• At least 2 years of experience in project administration, coordination, or a similar capacity. Preferably in Real Estate, Construction or Project Consultancy company.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to engage with stakeholders at various levels.
• High attention to detail, with strong time management and problem-solving capabilities.
• Able to work independently and as part of a team in a dynamic, fast-paced environment.