Project Admin

The Project Admin role exists to provide essential administrative and secretarial support that enables the Project Management Team (PMT) to operate efficiently and effectively. This position acts as a vital communication hub, coordinator, and organizer, ensuring smooth workflow and compliance with project requirements.

Location: Rasa 1 Tower, Chatuchak, Bangkok

Responsibilities:

Includes, but is not limited to and not in order of priority:

Project Administration

· Serve as the primary focal point for secretarial and administrative support to the Project Management Team (PMT) and client, ensuring efficient and timely communication.

· Review and understand key requirements outlined in PMCOM and Invitation to Bid (ITB) to facilitate early preparation and necessary actions during project initiation.

· Coordinate with Corporate Administration to arrange and follow up on client office setup and other essential project facilities prior to the client's arrival and throughout the project execution phase. Manage PMT and client punch list items including but not limited to furniture, stationery, parking, driver arrangements, and other logistical requirements to ensure timely resolution and smooth operational support.

· Monitor and ensure the housekeeping and cleanliness standards of the PMT or client's office are maintained to prevent any complaints.

· Monitor and update comprehensive PMT-related administrative records, including travel arrangements, accommodation bookings, logistics coordination, expense tracking, PMT manning and movement trackers, leave plans, timesheet reports, headcount update, and seating arrangements, to support efficient and effective project management planning.

· Work closely with the Project Engineer to oversee all administrative aspects of project setup at the initiation phase. This includes publishing the Project Management Organisation Chart with updated reporting lines and designated personnel.

· Define team roles and responsibilities, ensuring clarity on task ownership and alignment with project work breakdown structure (WBS).

· Coordinate with the HR department for the assignment or hiring of project personnel, including follow-up on onboarding logistics, access cards, system access, and office allocation.

· Facilitate the preparation and approval of the Project Authorization Matrix to formalize decision-making and delegation of authority within the project team.

· Support onboarding and familiarization of new project team members by organizing briefing sessions, distributing project reference materials, and ensuring a structured handover or induction plan is in place for seamless integration into the team environment.

Documentation & Communication Management

· Work closely with the Project Engineer, Contract Manager/Admin, and Document Controller to establish and maintain the project's document and communication system. This includes setting up the numbering and distribution process, controlled-access document repository, file index with retention schedule, Master Document Register (MDR), as well as the Project Communication Directory and Correspondence Distribution Matrix. Maintain regular communication with all relevant stakeholders to address queries and resolve requests for information promptly.

· Assist in collecting relevant information, taking minutes of meetings (MoM), and updating presentation slides related to project progress or Project Engineers' updates, ensuring all information is accurate, up-to-date, and clearly presented.

Event & Meeting Coordination

· Organize and manage PMT and client-related events, including meetings, team-building activities, training sessions, and other contractual obligations.

· Prepare and manage meeting logistics by notifying participants, arranging facilities, and securing necessary materials such as food, beverages, and presentation equipment to ensure smooth execution

Procurement & Financial Administration

· Raise Purchase Requests (PR), Deviation Forms (DF), and Service Requests (SR) for project-related items, and actively follow up to ensure timely fulfilment aligned with PMT and client requirements.

· Support finance and Supply Chain Management (SCM) related administrative tasks such as processing invoices, assisting with expense reimbursements and project SOFA.

Collaborate with Project Control to assign WBS sub-scopes such as timesheets, travel, events, and other administrative-related activities to the respective budget owners. Support the monitoring and tracking of these administrative expenditures to ensure alignment with the overall project budget.

Qualifications:

• Bachelor of Degree in Business Administration
• Minimum In Private Secretarial Course (PCS)/ Diploma
• Minimum 3 years' experience in Project Admin/ Project Secretary
• Good level of verbal and written communication in English.
• Good team player and positive attitude.
• Possess analytical skill with good communication and interpersonal skills.
• Ability to competently and safely perform duties defined in the job description
• Proficient in Microsoft Office Suite and document management systems, with experience in electronic filing and version control. Familiar with basic financial administration, including invoicing, expense tracking, and budget documentation using SAP and Tungsten.
• Effectively manages time and priorities while taking ownership of administrative tasks. Proactively supports cross-functional coordination to ensure smooth collaboration, and consistently maintains confidentiality and professionalism.
• Detail-oriented in documentation and reporting, with a proactive approach to improving processes and tracking project issues for timely resolution.