Job Title
Project Administrator
Job Description Summary
Job Description
1. Document & Information Management
- Maintain an organised and efficient document control system for all project files.
- Upload, file, and update project documentation (drawings, reports, contracts, specifications) in Procore or other systems as directed.
- Ensure documents are properly named, version-controlled, and easily retrievable.
- Distribute documents to relevant internal teams and external stakeholders as required.
- Support routine document checks to ensure completeness and accuracy.
- Maintain records of document submissions, approvals, and revisions.
- Assist in preparing and formatting project documents, templates, and reports.
- Ensure confidentiality and proper handling of sensitive information.
2. Administrative & Coordination Support
- Organise project meetings in line with the project schedule and internal routines.
- Prepare and circulate agendas, Action on Meetings (AOM), and Minutes of Meetings (MOM) in a timely manner.
- Provide day-to-day administrative support to the project team.
- Support general coordination between vendors, consultants, and internal teams.
- Assist in scheduling meetings and following up on meeting actions.
3. Vendor & Procurement Coordination Support
- Follow up with vendors for required documentation and information.
- Assist in arranging meetings with vendors and relevant stakeholders.
- Track receipt of vendor submissions and escalate delays where necessary.
- Maintain basic records related to procurement documentation.
4. Budget & Record Support
- Assist in maintaining budget-related documents and filing them in the document management system.
- Support the project team in retrieving financial and administrative records when required.
5. Communication & Stakeholder Coordination
- Assist in maintaining clear communication between project teams and stakeholders.
- Help circulate project updates and routine communications.
- Support internal coordination to ensure smooth information flow across teams.
- Maintain professionalism in all written and verbal communications.
6. Contract & Records Administration
- File and maintain executed contracts and related documentation for reference.
- Assist in retrieving contract documents when requested by the project team.
- Support general contract administration tasks as directed.
7. Reporting & General Administration
- Assist in preparing weekly and monthly project updates and basic reports.
- Support collation of project information for presentations and internal reporting.
- Maintain organised records of project activities and documentation.
- Help ensure project administration aligns with internal procedures and templates.
8. Project Close-Out Support
- Assist in compiling project documentation for close-out.
- Support collection of lessons learned from team members.
- Help organise final project files and archives.
9. General Office & Team Support
- Support day-to-day functioning of the project team and office environment.
- Assist in coordinating team communication and ensuring information is shared appropriately.
- Demonstrate professionalism aligned with company values in all interactions.
- Provide general administrative and coordination support as required.
INCO: “Cushman & Wakefield”
