PROJECT ADMIN COORDINATOR

Job Purpose

The Project Administrator / Project Coordinator is responsible for providing administrative, documentation, procurement, coordination, and operational support to ensure the smooth and timely execution of projects. The employee will work closely with the Project Manager, project team, clients, consultants, contractors, suppliers, and relevant authorities.

Duties and Responsibilities

Project Documentation and Administration

Maintain, organize, and update all project documents, records, correspondence, and files. Ensure proper filing, document control, version control, and timely retrieval of project information. Prepare, compile, distribute, and submit documents to clients, consultants, contractors, suppliers, and relevant authorities as required.

Project Coordination

Coordinate and follow up with clients, consultants, contractors, suppliers, and internal teams on project-related matters. Assist the Project Manager and project team with daily project administration, work coordination, outstanding matters, and general project requirements.

Meetings and Site Activities

Arrange project meetings, site meetings, site visits, inspections, and other project activities. Prepare meeting minutes, attendance records, and action-item lists where required, and follow up with relevant parties to ensure outstanding actions are completed within the required timeframe.

Project Progress and Reporting

Monitor and update project schedules, progress trackers, status reports, handover reports, and other project records. Assist in compiling project progress information and preparing reports and submissions for management, clients, consultants, and other relevant parties.

Procurement and Supplier Coordination

Assist with procurement activities, including obtaining and comparing quotations, preparing quotation submissions, purchase orders, and related documents. Coordinate with suppliers regarding pricing, material availability, delivery schedules, and other procurement requirements. Monitor and follow up on material deliveries to ensure timely delivery to site.

Work and Site Coordination

Coordinate work arrangements with site personnel, contractors, suppliers, and internal teams. Assist in coordinating manpower, materials, equipment, deliveries, and other resources required for project operations. Follow up on site requirements and promptly highlight outstanding issues to the Project Manager or relevant person-in-charge.

Commercial and Financial Administration

Prepare and submit quotations, proposals, and other commercial documents as required. Assist with invoice submission, payment follow-ups, expense tracking, purchase orders, and maintaining proper financial and supporting records.

Permits and Compliance

Assist in preparing and coordinating permit applications, PTW (Permit to Work), authority submissions, inspection documentation, approvals, and other project compliance requirements. Ensure relevant documents are properly maintained and submitted within the required timeframe.

Correspondence and General Support

Prepare project-related emails, letters, notices, reports, submissions, and other correspondence. Provide general administrative and coordination support to the Project Manager and project team as required.

Other Duties

Perform any other reasonable duties and responsibilities assigned by Management or the reporting manager from time to time. The employee is expected to comply with the Company's policies, procedures, safety requirements, and reasonable instructions and to cooperate with all relevant parties to support the successful completion of project works.