Job description for Project Admin at Recruicity
The Project Admin is responsible for providing administrative and coordination support to ensure projects are executed efficiently. This role manages project documentation, coordinates communication between departments, monitors project progress, and supports the administration of technician attendance and wage documentation.
Key Responsibilities
- Prepare, organize, and maintain all project documentation, including contracts, Purchase Orders (PO), work orders, delivery records, and project reports.
- Coordinate communication between the Project Coordinator and the Installation Team to ensure project information, work schedules, site progress, and operational requirements are communicated effectively and executed smoothly.
- Coordinate with internal departments to support project requirements.
- Monitor project schedules and assist the Project Coordinator in tracking project progress and key milestones.
- Prepare and update project schedules, reports, and administrative records.
- Coordinate material requests and delivery schedules with relevant departments.
- Record and monitor project variations, additional work, and change requests.
- Collect, verify, and submit technician attendance, work reports, overtime, and supporting documents for wage processing.
- Ensure all project documentation is complete before project handover and final invoicing.
- Assist the Finance department by preparing and verifying supporting documents required for project billing.
- Maintain organized physical and digital project records.
- Perform other project administrative duties as assigned.
Job Requirements
- Bachelor’s Degree (S1) in Business Administration, Civil Engineering, Architecture, or a related field.
- Minimum 2 years of experience in Project Administration, Project Coordination, Project Support, or a similar role.
- Experience coordinating or managing technician, installation, or field teams is preferred.
- Experience in the aluminium industry is not required.
Technical Skills
- Good understanding of project management principles and project workflows.
- Strong administrative and documentation skills.
- Proficient in Microsoft Office, especially Excel, Word, and Outlook.
- Ability to coordinate multiple tasks and prioritize effectively.
Personal Qualities
- Excellent organizational and time management skills.
- Strong communication and interpersonal skills.
- Detail-oriented with a high level of accuracy.
- Proactive, responsible, and able to work independently as well as in a team.
- Strong problem-solving and coordination abilities.
Key Performance Indicators (KPIs)
- Accuracy and completeness of project documentation.
- Timely coordination between the Project Coordinator, Installation Team, and internal departments.
- On-time submission of technician attendance and wage documentation.
- Timely preparation of project reports and administrative records.
- Minimal documentation errors that impact project execution or billing.
- Effective administrative support contributing to the successful and timely completion of projects.
