Project Administrator & Coordinator

Job Purpose

The Project Administrator and Coordinator is to coordinate and manage the planning, coordination, execution, and completion projects deliverables. You will work closely with project manager, project teams, design teams, clients, vendors, and other stakeholders to ensure successful project delivery.

Responsibilities

1.    Project Administrator and Coordinator (PAC):

a.    The role shall include but not limited to facilitating cross-functional collaboration and providing administrative oversight for project development. Key responsibilities encompass the end-to-end procurement lifecycle, including the formal endorsement of material requisitions (MR) and the administration of Purchase Requisitions / Purchase Orders workflows, as well as other duties essential to project execution.
b.    Ensure all duties, scopes, timelines, schedule, work sequences and deliverables are on time with all coordinated parties.
c.    Coordinate and collaborate with interfacing teams to support timely delivery and meeting project schedule.
d.    Conduct site visits to company, contractor, and vendor/supplier facilities or warehouses, as required, to perform the formal inspection and endorsement of Material Requisitions and or witness goods arrival.
e.    Perform cyclical inventory audits on a daily, monthly, and annual basis. Maintain continuous reconciliation of project materials and ensure the proactive replenishment of stock to maintain optimal levels and prevent shortages prior to Project Completion.
f.    Coordinate with premise owner for the ingress and egress for the access to warehouse.

2.   Stakeholder Communication:

a.    Serve as the primary point of contact for clients, vendors, and project teams.
b.    Facilitate regular communication and meetings to keep all stakeholders informed of project material.
c.    Collaborate with various stakeholders, including the design team, customers, Authority, SWC and sub-contractors ensuring smooth project execution.

3.   Issue Resolution:

a.    Identify and address any issues that may impact project timelines or deliverables.
b.    Collaborate with relevant teams to resolve technical or logistical challenges.

4.   Project Documentation and Drawings:

a.    Maintain a comprehensive Document Control System, ensuring the systematic filing and tabulation of all formal correspondence including letters and electronic communications exchanged between Consortium Partners, LTA, and the SWC. Track Design Acceptance Request submissions, approvals, and comments, ensuring timely routing of such documents to the relevant stakeholders for official response and facilitate the final transmittal to the Consortium Leader for formal submission
b.    Ensure all project records are organized and easily accessible.

5.   Risk Management:

a.    Identify project risks and develop mitigation strategies.
b.    Proactively manage risks to prevent project delays.

6.   Team Coordination:

a.    Foster collaboration across installation, design, and subcontractor teams, supporting smooth workflow and teamwork.
b.    Maintain high reachability for all professional matters, ensuring timely responses to urgent project needs and stakeholder communication.

7.   Meeting Coordination and Minutes:

a.     Attend project meetings, record and prepare accurate meeting minutes capturing key discussions, decisions, action items, responsible parties, and agreed timelines.
b.     Circulate meeting minutes promptly, maintain proper documentation, and follow up on outstanding action items to ensure timely closure and alignment with project schedules.

Qualifications & Work Experience

• Diploma in Business Administration, Engineering Management, or a related field with minimum 3 years' related field of experience (or equivalent experience).
• Proven experience in project coordination and with understanding of the "Life Cycle" of a government infrastructure in LTA projects, preferably in the CCTV or security industry.
• Excellent organizational and multitasking skills.
• Strong interpersonal and communication skills.
• Proficiency in project management software and tools.
• Ability to work under pressure and meet tight deadlines.

Skills

• Project management and coordination
• Leadership and team management
• Effective communication and negotiation
• Problem-solving and decision-making
• Budget and resource management
• Risk assessment and mitigation
• Attention to detail and quality assurance
• Customer relationship management