Project Administrator
WSP · Pasig City
What if you could shape a career as unique as you?
What you'll do:
Project Coordination and Communication:
• Provide comprehensive administrative and coordination support to assigned project teams; ensuring project
tasks are completed accurately, on time, and to a high standard
- Maintain project documents, work instructions, trackers, reports, and correspondence as required
- Use approved software tools and templates to maintain assigned reports, dashboards, trackers, and/or
spreadsheets with strong attention to data accuracy and consistency
• Assist with project scheduling activities, including tracking upcoming and overdue actions, following up with
team members, and supporting resolution
• Support project cost tracking, budget monitoring, expenditure recording, and forecasting activities related to
cost control
• Interface with accounting/finance teams to support compliance with invoicing requirements; assist with invoice
preparation and facilitation of timely payment using PO system
• Maintain accurate logs for project expenses and related documentation in line with governance and audit
requirements
• Coordinate logistical requirements for the project team, including travel arrangements (with relevant H&S
considerations where applicable) and meeting/boardroom bookings and setup.
- Assist in the development of presentations and materials for meetings, conferences, and project reviews.
- Plan work schedules to balance peak and slack periods; prepare for unexpected priorities and changing
requirements.
- Coordinate project closure activities including archiving documentation and collating client feedback
- Support lessons learned documentation, sub-consultant evaluations, and project experience profiles as
required
- Ensure project records are complete, accurate, and readily retrievable for audit or future reference
- Understanding and use of new ERP system.
Continuous Improvement & Team Contribution:
• Take initiative and display a strong drive for achievement; be accountable, committed, and dependable in
delivering best possible results
- Be proactive to suggest improvements in processes and efficient ways of working
- Ensure consistency and quality by checking own work and assisting in reviewing team’s work output
Success Measures:
- Accurate, compliant, and well-maintained project documentation, logs, and records
- Timely and reliable support to Project Managers and technical teams
- High-quality reporting outputs (dashboards, trackers, and progress reports) delivered on schedule
- Smooth coordination of meetings, logistics, and stakeholder communications
- Positive stakeholder feedback and demonstrated contribution to workflow and team efficiency
What we will love about you:
- Higher Diploma / Diploma or above in Business Administration, Project Management, or related disciplines
- With 3 to 5 years of relevant experience in project administration, project coordination, or
secretarial/administrative support
- Exposure to engineering, construction, consultancy, or professional services environments is preferred
- Fresh graduates with strong administrative aptitude may be considered (role dependent).
- Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook)
- Able to prepare professional-quality reports, presentations, and client-ready documentation
- Strong organisational skills, attention to detail, and ability to manage multiple tasks and deadlines • Effective communication, coordination, and stakeholder management skills
- Self-initiative, independent, and responsible; able to work proactively with minimal supervision
- Good command of English and Chinese
- Preferred knowledge and exposure:
- Project management or project controls
- Experience supporting proposals/tenders and project deliverables
- Familiarity with document control systems or project management platforms