Project Administrative Coordinator

Adecco is an International HR and Consultancy firm. Our client, in the real estate sector, is looking for a Project Administrative Coordinator.

Our client, in the real estate sector, is looking for a Project Administrative Coordinator.

Reporting to the Project Executives, the successful candidate will be responsible to entail activities such as setting up meetings for the development managers; liaising with consultants and statutory bodies; managing deadlines; keeping track of project processes and planning programs; sourcing documentation from consultants for submissions and taking minutes or notes of meetings. 

Main responsibilities:

• Meet regularly with the Project Team to understand the specific needs of each job and determine where assistance is needed.  Assistance may be in tracking documents, making copies, reviewing and sending out meeting minutes, follow up with Consultants to ensure the proper documents are received; and other needs as required.
• Project activities often involve a lot of meetings, which must be kept organized, communicated and recorded effectively. 
• When a new project is assigned, an appropriate electronic and main file is setup per standing operating procedure.
• Review each project’s process flow and become familiar with the unique aspects of the project.
• Weekly update project status on Eazzy in a timely manner for review by the Project Team.
• Proofread, distribute and file all Project Manager correspondence, includes, but is not limited to, letters meeting minutes, punch lists and transmittals.  Confirm desired method of distribution (fax, email or mail).  All filing must be 100% current by close of business each Friday.
• Assist with coordinating Project Team’s diaries.
• Create drawing logs for architectural and construction drawings.
• After completion of project, coordinate with all team members and box up all files and store in archive along with any drawings from Project Engineers.
• Maintain open and frequent communication with the Project Manager to ensure priorities, deadlines are met, and expectations are clear.
• Assistance with organizing logistics for workshop involving overseas collaborators.
• Duties may change from time to time at the employer’s discretion.

Qualification:

• Diploma in Administration/Finance.
• Five years of previous related experience, construction background preferred.

Candidate profile:

• Good knowledge of related computer applications (Excel, Word, etc) and familiarity with construction terminology preferred;
• Good typing skills and ability to use computer applications and telephone;
• Attentive to detail, accurate and well organized;
• Cooperative and willing to assist other and work in a team environment;
• Ability to communication both verbally and in writing in a professional manner.