Project Administrator / Project Coordinator (Corporate Fit-outs)

We are seeking a highly organized and detail-oriented Project Administrator / Project Coordinator to support the successful delivery of projects. This role acts as the key coordination point between clients, internal stakeholders, vendors, and project teams to ensure projects are delivered on time, within scope, and to the highest quality standards.
The ideal candidate possesses strong administrative, communication, and stakeholder management skills, with the ability to manage multiple projects in a fast-paced environment.
Key Responsibilities
Project Coordination & Administration
Support Project Managers in planning, execution, monitoring, and closure of client projects.
Coordinate project activities, timelines, milestones, and deliverables.
Maintain project documentation, trackers, action logs, risk registers, and status reports.
Schedule and coordinate client meetings, project reviews, and internal discussions.
Prepare meeting agendas, capture minutes, and follow up on action items.
Client Management
Serve as a key point of contact for clients regarding project-related matters.
Coordinate communications between clients and internal teams.
Track client requests and ensure timely follow-up and resolution.
Support client onboarding and project kick-off activities.
Stakeholder Coordination
Work closely with sales, operations, finance, vendors, and project teams to ensure smooth project execution.
Monitor project progress and proactively escalate risks, delays, or issues.
Ensure stakeholders are updated on project status and key milestones.
Reporting & Documentation
Prepare project status updates and management reports.
Maintain accurate records of project budgets, invoices, and project-related documentation.
Support project audits and compliance requirements.
Generate regular project performance and utilization reports.
Process Improvement
Identify opportunities to improve project coordination processes and workflows.
Support implementation of project management best practices and standards.
Contribute to continuous improvement initiatives within the PMO.
Requirements
Diploma or Degree in Business Administration, Procurement, Quantity Surveying, Project Management, Construction Management, or a related discipline.
Minimum 3-5 years of experience in procurement, contract administration, project coordination, or construction/fit-out project administration.
Strong knowledge of procurement processes, contract management, and financial administration.
Experience managing purchase orders, invoices, project costing, and vendor payments.
Familiarity with procurement, contract management, and document management systems.
Strong attention to detail with excellent organizational and document control skills.
Ability to manage multiple projects and deadlines in a fast-paced environment.
Excellent stakeholder management and communication skills.
Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
Experience in construction, fit-out, workplace, or facilities management environments will be an advantage.

Employment type
Full-time

Work arrangement
No