Project & Administrative Executive

JOB SUMMARY:

The Project & Administrative Executive supports the smooth operation of office activities by providing comprehensive day-to-day administrative, coordination and operational support across departments. The role is responsible for ensuring the efficient execution of administrative processes, project coordination activities, internal communications, and day-to-day operational requirements. The incumbent serves as a key liaison between Project Leaders, team members, and corporate support functions, facilitating smooth workflows and timely follow-up of project deliverables.

JOB RESPONSIBILITIES:

Administrative Support

• Provide comprehensive administrative and operational support to business unit and project teams to ensure smooth day-to-day operations.
• Coordinate meeting logistics, including scheduling, meeting room bookings, attendance tracking and refreshment arrangements.
• Maintain and update contact databases, distribution lists, records, and administrative documentation to ensure data accuracy and accessibility.
• Process and monitor expense claims and invoices in a timely and accurate manner.
• Coordinate procurement activities, including purchase requisitions, purchase orders and invoice processing.
• Maintain effective filing systems, records management practices, and document control processes in accordance with company policies and compliance requirements.
• Support the coordination of corporate events, workshops, and company functions.
• Provide general administrative support and undertake additional responsibilities as assigned.

Project Coordination and Administration

• Coordinate project meetings, workshops, presentations, and other project-related activities, ensuring effective communication and follow-up of action items.
• Monitor project teams' attendance, leave records, and other administrative matters.
• Provide administrative support to project teams, including maintaining attendance records, leave tracking, and other team administration matters.
• Coordinate travel arrangements for project team members, including flight bookings, accommodation, and transportation where required.
• Facilitate onboarding arrangements for new project team members, including workspace preparation and administrative support.
• Organise and coordinate team-building activities.
• Identify and contribute to process improvements that enhance administrative efficiency, project coordination, and team effectiveness.

KEY COMPETENCIES:

• Strong administrative and organisational skills.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to manage multiple priorities and meet deadlines.
• Collaborative team player with a positive attitude.
• Professional, service-oriented, and proactive approach to work.

PREFERRED QUALIFICATIONS & EXPERIENCE

• Diploma or Degree in Business Administration, Management, Project Administration, or a related discipline.
• Minimum 3-5 years of administrative experience in a corporate or professional services environment.