We are seeking a highly organized, detail-oriented, and proactive Senior Project Executive /Administrator to support our project management team in coordinating, planning, and executing projects.
The main responsibility of this role is project administration — ensuring accurate documentation, coordination, and smooth project operations. The role also requires the ability to take on selected project executive-level support tasks, such as assisting in project tracking, reporting, and stakeholder coordination.
The successful candidate must demonstrate strong skills in Microsoft Excel, adaptability with different software tools, and a positive, solutions-focused attitude.
KEY RESULT AREAS / RESPONSIBILITIES
Project Coordination and Support
- Support Project Managers in planning and executing project activities.
- Coordinate project tasks and schedules to align with project timelines and deliverables.
- Organize project meetings, prepare agendas, and take accurate minutes.
- Proactively anticipate administrative requirements to keep projects moving efficiently.
Documentation and Record Keeping
- Maintain well-structured and accurate project documentation (plans, reports, correspondence).
- Ensure systematic filing and accessibility of documents for the team.
- Track project changes and maintain updated records.
Communication
- Act as a point of contact for project stakeholders, providing timely updates and responses.
- Facilitate effective communication and coordination across the project team.
- Draft and distribute clear, well-presented project communications and reports.
Budget and Financial Administration
- Assist in preparing and monitoring project budgets.
- Track and reconcile project expenses against allocations.
- Support procurement processes and maintain resource schedules.
Risk & Quality Support
- Maintain risk registers and follow through on mitigation tracking.
- Support implementation of project quality standards.
- Conduct accuracy and presentation checks on deliverables before submission.
REQUIRED COMPETENCIES
- Strong Microsoft Excel proficiency (data tracking, formulas, formatting, conditional formatting).
- Comfortable working with various software tools and able to learn new systems quickly.
- Highly organized, detail-oriented, and thorough.
- Fast, responsive, and able to manage multiple priorities under deadlines.
- Professional written and verbal communication skills.
- Positive, proactive, and solutions-focused attitude.
- Able to work independently and collaboratively with different stakeholders.
MINIMUM QUALIFICATION
Education: Diploma/bachelor's degree in business administration, Engineering, Project Management, or a related field and at least 2-3 years of experience in a project administration or coordination role.
RELATED EXPERIENCE
- Strong proficiency in MS Office Suite (especially Excel, Word, PowerPoint, Visio) and collaboration tools (e.g., MS Teams).
- Experience in project documentation, reporting, and coordination.
- Digitally savvy with openness to adopting AI-enabled and productivity tools to improve work efficiency and accuracy.
- Knowledge of budgeting and financial tracking principles.
- Familiarity with project management software (e.g., MS Project) is an advantage.
- (Optional but beneficial) Exposure to AutoCAD or equivalent software.
