Job Type: Full-time
Work Setup: Onsite – Day Shift

Job Summary

We are seeking a highly organised and detail-oriented Project Administrator to support our Retail Communications Team. This role will work closely with the National Project Administrator and assist in managing day-to-day administrative and coordination tasks across multiple projects.

The ideal candidate is proactive, tech-savvy, and comfortable working in a fast-paced, cloud-based environment.

Key Responsibilities

• Process incoming emails related to RFQs (Requests for Quotation) for mobile works
• Maintain and update internal spreadsheets, including tracking project milestones
• Prepare and send survey quotations to customers
• Download and distribute iAuditor reports to the design team
• Enter Mobile Design BOM into the SharePoint-based quote tool
• Mark up mobile walkthrough plans using PDF tools (e.g., Bluebeam) and upload to shared drives
• File and manage iAuditor documents for remediation works
• Assist in forecasting orders and maintaining minimum stock levels
• Coordinate with Finance to request stock purchase orders
• Book and manage overseas shipments
• Maintain parts catalogues and pricing updates
• Conduct annual warehouse stocktakes
• Maintain supplier forecasts and update internal tools/templates
• Create and manage iAuditor templates

Additional Responsibilities

• Support administrative tasks related to security operations (e.g., processing timesheets)
• Manage milestone invoicing and prepare monthly invoice forecasts
• Participate in team meetings and provide updates or feedback
• Follow up on team enquiries and action items

Requirements

• Proven experience in an administrative or project support role
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Ability to multitask and manage priorities effectively
• Reliable internet connection (for remote work setup)

Tools & Applications

• Microsoft Office 365 (Outlook, Excel, Word, PowerPoint)
• SimPro (web-based)
• Adobe Acrobat or Bluebeam (PDF editing tools)
• iAuditor (SafetyCulture platform)
• SharePoint and other cloud-based systems

Calls & Communication

• Handle primarily outbound calls
• Manage occasional inbound calls from contractors (e.g., software access or invoice queries)
• A dedicated softphone line will be provided

Training & Support

• Comprehensive training and supervision will be provided
• Access to step-by-step documentation for tasks