Project Administrator

The Project Administrator is directly responsible for:

1. Executive Administration

• Provide administrative support to facilitate efficient project management and communication.

• Coordinate project meetings, workshops and review sessions.

• Prepare meeting agendas in consultation with the Project Manager.

• Arrange meeting invitations, venues and meeting logistics.

• Attend meetings and prepare accurate Meeting Minutes.

• Maintain and regularly update the Project Action Register.

• Maintain the Project Decision Register.

• Follow up outstanding action items and issue reminders as requested by the Construction Project team.

• Assist in preparing reports, presentations and meeting materials.

• Coordinate execution of documents requiring Company signatures.

• Provide general administrative support to the Construction Project team.

• Maintain overall visibility of project performance and provide early warning of emerging issues.

2. Project Reporting Support

• Support in preparation and administration of project reporting.

• Consolidate reports received from appointed consultants for review by the Project Manager.

• Assist in preparing Project Reports, executive summaries and presentation materials.

• Maintain project reporting records and presentation archives.

• Ensure reporting information is consistent across project documentation.

3. Project Coordination Support

• Support effective communication and information flow between the Company and appointed consultants.

• Coordinate the distribution of project information to relevant stakeholders.

• Assist the Construction Project team in monitoring consultant submissions and scheduled deliverables.

• Follow up outstanding information requests on behalf of the Construction Project team.

• Coordinate review comments issued by the Company and monitor responses from appointed consultants.

• Maintain consultant contact lists and project communication records.

• Coordinate project workshops, design review sessions and operational meetings.

• Assist with project logistics associated with site visits, inspections and management meetings.

4. Project Information Management

• Maintain complete, accurate and organised Project Information on behalf of the Company.

• Maintain the Company’s electronic Project Filing System.

• Ensure all project correspondence, reports, presentations, contracts, approvals, meeting minutes and other project records are properly filed on the Company’s server.

• Maintain document version control and filing consistency in accordance with Company procedures.

• Ensure all information received from appointed consultants is appropriately recorded and archived.

• Maintain an organised and auditable project filing structure.

• Ensure all project information is readily retrievable when required by the Construction Project team or Company Management.

• Coordinate collection and archiving of project close-out information provided by appointed consultants.

• Regularly audit the Company’s project server to ensure project information remains complete, current and properly organised.

5. Other Duties

• Perform other duties and responsibilities reasonably assigned by the Construction Project team consistent with the purpose and level of this position.

• Maintain confidentiality of all Company and project information.

• Contribute to the continuous improvement of project administration procedures and document management practices.

Educational Qualifications

• Relevant university degree in Business Administration, Construction or Project Management.

• Excellent English proficiency.

Working Experience

• Strong experience of project administration/management in project management or real estate development industry.

• Ability to communicate and work with varied stakeholders.