Projects Administrative Executive

JOB BRIEF

The Project Admin Executive plays a vital role in providing comprehensive administrative and coordination support to the project management team. The incumbent is responsible for maintaining accurate project documentation, tracking progress and deliverables, and ensuring smooth communication among internal departments, clients, and external stakeholders. This position also supports procurement, reporting, and compliance activities to facilitate the timely and efficient execution of projects. The ideal candidate is organized, detail-oriented, and possesses strong communication and multitasking skills to thrive in a fast-paced project environment.

KEY ROLES AND RESPONSIBILITIES

1) Project Documentation & Filing

· Maintain accurate and up-to-date project records, reports, and correspondence.

· Prepare, format, and distribute project-related documents such as purchase orders, work orders, and progress reports.

· Ensure all project files (soft and hard copies) are properly organized and easily retrievable.

2) Administrative Support

· Provide administrative and clerical support to Project Managers and site teams.

· Schedule meetings, prepare meeting minutes, and follow up on action items.

· Handle general office duties including correspondence, data entry, and filing.

3) Procurement & Material Tracking

· Assist in preparing purchase requisitions and liaising with suppliers or vendors for quotations and deliveries.

· Monitor material delivery schedules and coordinate with site teams to ensure timely supply.

4) Project Coordination

· Assist in tracking project timelines, milestones, and deliverables.

· Coordinate between internal departments (e.g., accounts, HR, procurement) and external parties (e.g., clients, consultants, subcontractors).

· Support preparation of project progress claims, invoices, and related documentation.

5) Compliance & Safety Documentation

· Maintain and update records related to permits, licenses, and safety documentation.

· Ensure all administrative procedures comply with company policies and project requirements.

6) HR & Site Support

· Assist in preparing site staff attendance, timesheets, and manpower reports.

· Handle logistics for staff movements, accommodations, and site requirements when needed.

JOB REQUIREMENT

· Minimum a Diploma in Business Administration or equivalent.

· At least 1 year of relevant experience.

· Proficient in Microsoft Office (Word, Excel, PowerPoint).

· Strong organizational and multitasking skills.

· Attention to detail and accuracy in documentation.

· Proficiency in MS Office (Word, Excel, PowerPoint).

· Good communication and coordination skills.

· Ability to work independently and in a team.

BENEFITS

· $2500 - $3000 monthly remuneration.

· 13th month Annual Wage Supplement.

· Annual performance review and bonus.

· Comprehensive medical benefits.

· 14 days of Annual Leave.

· Other leave accorded as per Ministry of Manpower’s regulations.