Project Administrative Assistant / Executive (Contract, Renewable)

The Project Administrative Assistant / Executive will assist the Project Manager in planning, coordinating, and executing projects from initiation to completion. This role will ensure that projects are delivered on time, within budget, and to the required quality standards.

Job Responsibilities:

1. Project Administration:

• Providing administrative support to the Project Manager, including preparing and maintaining project documents, quotations, reports, and records. Assisting Project Manager to track resources, such as materials or equipment, and ensuring they are available when needed.
• Scheduling meetings, coordinating projects, and ensuring timelines are met, includes coordinating with customers, engineers and sub-contractors.
• Providing administrative support to the project team, including preparing documents and performing site access applications and liaising with building owners.
• Document Management: Organizing and maintaining project documentation, including contracts, reports, project plans, schedules, as-builts documentations and meeting notes.

1. Project Planning and Coordination:

• Assist in developing project plans, schedules, and resource allocation plans.
• Budget Tracking: Assisting Project Manager in tracking project budgets, expenses, and invoices. Ensuring that Quotation, PO, and COA from clients and contractors are followed up and received on time, and that costs align with the project’s financial goals.
• Coordinate with team members, stakeholders, and vendors to ensure project deliverables are met.
• Facilitate communication among team members, stakeholders, and vendors to ensure project progress and issues are clearly communicated.
• Assist in closing projects, including documenting lessons learned and evaluating project success.

1. Compliance and Quality Assurance: Ensuring that the project follows legal, safety, and quality guidelines and standards.

Job Requirements:

• Diploma or higher in Mechanical, Electrical or Electronic Engineering.
• 1 - 2 years of experience in project coordination or related field.
• Entry level candidates in related field will be considered for this role as training will be provided.
• Proficient in project management software, Microsoft Office, and excellent communication and organisational skills.