Project Admin/Project Coordinator

The main objective is to alleviate the Business Owner's (BO) administrative duties and to support the administrative operations in projects.

• Supporting BO in the administration of the company.
• Performing the full spectrum of coordination and administrative duties, including preparing job quotations, invoicing/claims, data entry, documents e-filling, following up on instructions or administrative procedures involved in the company's operation, etc.
• Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
• Break projects into doable tasks and set timeframes and goals
• Create and update workflows
• Proof reading and preparing reports/letters/correspondences for projects including editing reports for grammatical errors to ensure accuracy and fitness for purpose.
• Efficient document management such as organising softcopy documents (PDF, Word, Excel spreadsheet etc..) and retrieving of softcopy documents.
• Assisting with day-to-day administrative operations of the office, e.g. corresponding via emails, telephone calls, WhatsApp messages with relevant project parities to achieve desired outcomes.
• Retrieve necessary information (e.g. user/client requirements and relevant case studies)
• Taking notes and writing minutes during meetings.
• Monitor project progress and address potential issues or highlight potential issues where applicable.
• Conducting or preparing any research that the BO or engineers may require for the projects.
• Measure and report on project performance.
• Act as the point of contact for all participants
• Monitoring and maintaining office supplies, office general cleanliness and outlook.
• Track project expenses and predict future costs. Handling accounts payable and other general book keeping function. Prepare and keep track project cashflows.
• Preparing, verifying and ensuring all projects' invoices/claims are recorded accurately in accordance to project schedule or BO's instructions and to follow up with client dutifully to ensure payment.
• Process payments to suppliers and handle suppliers’ inquiries for any payment related matters
• Handle petty cash and monthly staff expenses claim in accordance to approved protocol where applicable.
• Perform weekly revenue and payment forecast to support cash flow management as appropriate.
• Assist the Engineers in filling up of forms and compiling calculation reports etc.
• Coordinating with engineers for updates regarding the work in progress and updating BO.
• Other administrative duties as assigned by BO.