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Project Administrator
2 weeks ago
**Key Responsibilities**:
**1. Document Management**:
Organize and maintain files and records in Drive, ensuring that documentation is easily accessible and up-to-date with accurate naming conventions, particularly under Construction and Legal.
**2. Project Coordination**:
- Assist in scheduling and organizing meetings with tenants, landlords, contractors, and other stakeholders.
- Prepare meeting agendas, take minutes, and distribute to relevant parties.
- Follow up on action items from meetings to ensure timely completion.
- Assist in tracking expenses related to procurement and administrative activities.
**3. Stakeholder Communication and plotting Construction Budget**:
- Monitor responses from stakeholders, landlords, and authorities after the initial follow-up by the line Manager.
- If no response is received within 2 business days, initiate a follow-up communication to ensure timely responses.
- Record all follow-up attempts and outcomes in the appropriate tracking system or communication log.
- Inform your Line Manager of the status and any further actions needed after follow-up attempts.
- Assist in the completion of the construction budget ie. plot quotation/invoices and figures
**4. Applications**:
- Handle the preparation and submission of various documents through the appropriate channels, including utilities, financial services, licensing, and permits, while coordinating with relevant organisations and departments.
**5. Administrative Support**:
- Handle incoming and outgoing mail, packages, and other communications.
- Arrange document delivery with runner/express delivery driver or postage on legal documents, work permits, etc.
- Provide general administrative assistance and support as needed on a day-to-day basis.
**6. Procurement**:
**a. Vendor Management**:
- Maintain and update a database of approved vendors and suppliers.
- Request quotes and negotiate terms with vendors as needed.
- Evaluate and compare vendor proposals to ensure cost-effectiveness and quality.
**b. Purchase Orders**:
- Prepare and process purchase orders for materials, equipment, and services.
- Monitor and track purchase orders to ensure timely delivery and fulfillment.
- Follow up on orders to resolve any discrepancies or delays.
**c. Inventory Management**:
- Track inventory levels and manage stock to prevent shortages.
- Conduct regular inventory audits and reconcile discrepancies.
- Coordinate with vendors to replenish stock and manage returns.
**d. Documentation**:
- Ensure all procurement-related documents are complete and properly filed.
- Prepare and maintain reports on procurement activities, including expenditures and supplier performance.
- Manage and archive contracts, agreements, and purchase records.
- Prepare and maintain procurement documentation for audits and reporting purposes
**e. Compliance**:
- Ensure procurement activities comply with company policies and procedures.
- Assist with audits and provide necessary documentation to ensure regulatory compliance.
**f. Coordination**:
- Collaborate with other departments to understand procurement needs and requirements.
- Communicate with suppliers to confirm order details and resolve issues.
- Assist with budget tracking and expenditure reporting related to procurement activities.
- Monitor inventory levels and coordinate with suppliers to ensure timely delivery of goods.
**7. Special Projects (when necessary)**:
- Support the execution of special projects as assigned by the Line Manager or the Management.
- Perform ad hoc tasks as instructed by the Line Manager
- Order and maintain office supplies and equipment as needed.
- Assist in preparing reports, presentations, and other documents as needed.
**Job Requirements and Qualifications**:
- Pleasing personality with excellent verbal communications in both English, Bahasa/Malay. Mandarin speaker is a plus;
- Diploma or Bachelor’s degree in Human Resources Management, Business Administration or any related courses.
- At least with 3-5 years of experience in project administrator role
- Strong organizational skills and attention to detail.
- Ability to manage multiple tasks and prioritize effectively.
- Proficiency in using document management systems (e.g., Google Drive) and MS Office Suite (Excel, Word, PowerPoint).
- Experience with project coordination and stakeholder communication.
- Ability to handle procurement tasks, including vendor management, purchase orders, and inventory management.
- Knowledge of compliance and regulatory requirements related to procurement.
- Strong problem-solving skills and ability to handle administrative tasks independently.
- Ability to track expenses, assist with budget preparation, and maintain procurement records.
- Flexibility to support special projects and ad hoc tasks as needed.
- Experience in coordinating and managing documentation related to legal and construction matters.
- Strong attention to detail, especially for documentation and re
