Admin & Project Coordinator

Job Summary

We are looking for a proactive and organized Admin & Project Coordinator to provide administrative and project coordination support to the team. The successful candidate will be responsible for ensuring smooth day-to-day operations by coordinating project documentation, following up with vendors, maintaining project &administrative records, and supporting Account Managers throughout project execution.

Key Responsibilities

• Provide administrative support to the account and project team.
• Prepare Purchase Orders, quotations, invoices, delivery orders, and other admin & project-related documentation.
• Coordinate with suppliers, clients, and internal departments to ensure timely project execution.
• Follow up on orders, deliveries, and project schedules.
• Maintain and organize files and records
• Assist in tracking project progress, variations, and outstanding items.
• Arrange meetings, prepare meeting minutes, and follow up on action items where required.
• Assist with travel arrangements, including flight and accommodation bookings where required.
• Support Account Managers with project coordination and day-to-day administrative matters.
• Ensure documents are accurate, complete, and submitted within required timelines.
• Perform general office administration and any other duties assigned by management.

Requirements

• Diploma or equivalent qualification in Business Administration, Project Management, or a related field.
• 1–3 years of relevant administrative or project coordination experience (experience in construction, interior fit-out, or related industries is an advantage).
• Proficient in Microsoft Office, especially Excel and Powerpoint.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Good communication and interpersonal skills.
• Detail-oriented, responsible, and able to work independently as well as in a team.
• Able to work in a fast-paced environment and manage multiple deadlines.
• Comfortable working with numbers and handling multiple currencies.

Preferred Qualities

• Positive attitude and willingness to learn.
• Strong coordination and follow-up skills.
• Proactive, resourceful, and able to solve problems independently.
• Comfortable communicating with different stakeholders, including suppliers, contractors, and clients.