Project Administrator / Coordinator APAC Workplace Technology

About the role

We are seeking a highly organized, proactive, and detail-oriented Project Administrator / Coordinator to join the APAC Workplace Technology team. In this role, you will be key to driving the execution of regional technology initiatives by managing project tracking, procurement workflows, vendor relations, and financial coordination. Working at the intersection of internal cross-functional teams (Finance, Procurement, Technology) and external vendors, you will ensure seamless project delivery, full compliance with internal governance, and robust operational support across the APAC region.

Key responsibilities

1. Partner with Project Managers to track, plan, and execute regional technology projects.
2. Maintain accurate project schedules, status logs, milestone trackers, and decision registers.
3. Coordinate cross-functional meetings, document key takeaways, and drive action-item completion.
4. Assist in crafting high-quality project documentation, presentations, and executive updates.
5. Source, gather, and analyze quotations from vendors; prepare comprehensive cost comparison matrices.
6. Liaise with external vendors to clarify technical scope, pricing, SLAs, and delivery timelines.
7. Support vendor onboarding, compliance checks, and preliminary contract/quote reviews prior to internal sign-off.
8. Draft and process Purchase Requisitions (PRs); track approval workflows and resolve pipeline bottlenecks.
9. Collaborate with Procurement teams to ensure prompt issuance of Purchase Orders (POs).
10. Validate supplier invoices against approved quotes, POs, and delivery milestones; follow up on payment statuses.

About you

1. Minimum 5 years of experience in project coordination, project administration, procurement support, or operational roles.
2. Prior experience supporting Technology, Workplace IT, or enterprise operational projects is highly preferred.
3. Familiarity with enterprise procurement and approval systems (e.g., SAP Ariba) is a strong advantage.
4. Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Teams).
5. Exceptional organizational skills with high attention to detail.
6. Strong written and verbal communication skills in English.
7. Proven ability to multitask, prioritize effectively, and work independently in a fast-paced environment.