Job Description

JOB PURPOSE

We are seeking a highly organized, detail-oriented, and proactive Project Administrator (or Senior Project Administrator, depending on experience) to support our project management team in coordinating, planning, and executing projects.

The main responsibility of this role is project administration — ensuring accurate documentation, coordination, and smooth project operations. The role also requires the ability to take on selected project executive-level support tasks, such as assisting in project tracking, reporting, and stakeholder coordination.

The successful candidate must demonstrate strong skills in Microsoft Excel, adaptability with different software tools, and a positive, solutions-focused attitude.

KEY RESULT AREAS / RESPONSIBILITIES

Project Coordination and Support

• Support Project Managers in planning and executing project activities.
• Coordinate project tasks and schedules to align with project timelines and deliverables.
• Organize project meetings, prepare agendas, and take accurate minutes.
• Proactively anticipate administrative requirements to keep projects moving efficiently.

Documentation and Record Keeping

• Maintain well-structured and accurate project documentation (plans, reports, correspondence).
• Ensure systematic filing and accessibility of documents for the team.
• Track project changes and maintain updated records.

Communication

• Act as a point of contact for project stakeholders, providing timely updates and responses.
• Facilitate effective communication and coordination across the project team.
• Draft and distribute clear, well-presented project communications and reports.

Budget and Financial Administration

• Assist in preparing and monitoring project budgets.
• Track and reconcile project expenses against allocations.
• Support procurement processes and maintain resource schedules.

Risk & Quality Support

• Maintain risk registers and follow through on mitigation tracking.
• Support implementation of project quality standards.
• Conduct accuracy and presentation checks on deliverables before submission.

REQUIRED COMPETENCIES

• • Strong Microsoft Excel proficiency (data tracking, formulas, formatting, conditional formatting).
  • Comfortable working with various software tools and able to learn new systems quickly.
  • Highly organized, detail-oriented, and thorough.
  • Fast, responsive, and able to manage multiple priorities under deadlines.
  • Professional written and verbal communication skills.
  • Positive, proactive, and solutions-focused attitude.
  • Able to work independently and collaboratively with different stakeholders.

MINIMUM QUALIFICATION

Education: Diploma/bachelor’s degree in business administration, Engineering, Project Management, or a related field and at least 2-3 years of experience in a project administration or coordination role.

RELATED EXPERIENCE

• Strong proficiency in MS Office Suite (especially Excel, Word, PowerPoint, Visio) and collaboration tools (e.g., MS Teams).
• Experience in project documentation, reporting, and coordination.
• Knowledge of budgeting and financial tracking principles.
• Familiarity with project management software (e.g., MS Project) is an advantage.
• (Optional but beneficial) Exposure to AutoCAD or equivalent software.

Job Requirements