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Summary:
The Project Admin Coordinator is responsible for managing the administrative tasks of project execution and coordinating on-site activities.
This includes overseeing the managing of project documentation, handling scheduling, ensuring smooth communication between project teams and management, and assisting in the management of site works.
The role also involves assisting the project team in monitoring, executing, and inspection tasks related to site activities.
JOB DESCRIPTION:
Administrative Support:
Provide administrative support for each project, ensuring proper documentation management, including contracts, reports, plans/drawings, minutes, and approvals.
Coordinate and schedule meetings, site inspections, and coordination between the consultants, project team, contractors, and management/SC.
Maintain and update project documents in both digital and physical formats, ensuring all documentation is accurate and easily accessible/traceable.
Track project budget, VO, EOT, invoicing, financial statements, and assist with procurement tasks as needed.
Assist with preparing progress reports, updating daily logs, and project documentation for approval and distribution/circulation by respective parties/committees.
Site Work Coordination:
Oversee, handle, supervise, and support the execution of site works by coordinating tasks between consultants, site supervisors, contractors, and suppliers.
Track progress of on-site activities to ensure work progresses according to the agreed project timelines and schedules.
Assist in identifying site risks and ensure corrective actions and improvements are implemented in a timely manner.
Monitor work quality according to project specifications and site compliance with safety standards/regulations.
Coordinate with contractors/sub-contractors and site workers to ensure the availability of necessary materials, tools, and equipment.
Ensure that the site team adheres to all safety requirements and project work regulations.
Act as a liaison between the project off-site and the construction on-site, ensuring effective communication between teams.
Communication and Liaison:
Facilitate communication between project management, contractors, and management, ensuring all parties are informed of project developments, progress, and necessary updates.
Assist in the preparation of site reports, including updates on progress, safety issues, or changes in the scope of work/specification.
Help resolve issues that may arise on-site and ensure the project is moving forward smoothly and efficiently.
Scheduling and Tracking:
Assist in creating and maintaining detailed project schedules, coordinating site activities, and ensuring all tasks are completed as per the agreed plan.
Monitor and report on the progress of site works, including any delays or issues that impact project timelines/schedules.
Other Duties/Tasks:
Support the management team with tracking orders, managing deliveries, and ensuring the availability of materials for ongoing site works.
Track project costs and ensure that expenditures remain within the allocated budget and approved project cost.
Maintain effective coordination between relevant parties (office-based/off-site project teams and on-site staff).
Skills & Qualifications:
Experience in project coordination, administrative support, or construction-related roles.
Knowledge of site work processes, construction procedures, and safety regulations.
Proficiency in project management software (e.g., MS Project or similar tools).
Strong organizational skills and ability to manage multiple tasks and priorities.
Ability to communicate effectively with various levels, including site workers, contractors, and management/committees.
Excellent problem-solving and decision-making skills.
Strong attention to detail and accuracy in documentation.
Ability to work independently, handle ad-hoc duties, long working hours, and as part of a team.
Bachelor's degree in project management, construction management, or a related field is preferred.
At least 5 years of experience in a project coordination or administrative role, preferably within the construction or facilities management industry.
Basic knowledge of construction drawings, software drawing (e.g., AutoCAD, Autodesk Revit, or similar), and site requirements is an advantage.
Your application will include the following questions:
What's your expected monthly basic salary?
Which of the following types of qualifications do you have?
How many years' experience do you have as a project coordinator?
How many years' experience do you have as a project administrator?
How many years of project management experience do you have?
How many years' experience do you have in the construction industry?
How many years' experience do you have with project planning and scheduling?
Company Information:
Hotel & Accommodation Services, 51-100 employees
Established in 1893, The Royal Selangor Golf Club is the premier golf club in Malaysia and one of the best in the region with a range of outstanding facilities and services.
We are looking for suitable, highly motivated, and capable candidates to join our company.#J-18808-Ljbffr