Project Administrator

Job Description

Purpose

We are seeking a Project Administrator to join our team in the Philippines to provide administrative and coordination support to our UAE Projects Team. The Project Admin will play a key role in ensuring project documentation, reporting, and communication flows smoothly across teams and stakeholders. This position requires strong organizational skills, attention to detail, and the ability to work across multiple time zones.

Work Overview

• Support UAE Project Managers in the day-to-day administration of ongoing projects.
• Maintain and update project trackers, schedules, and dashboards.
• Prepare and circulate meeting minutes, action items, and follow-ups.
• Coordinate with suppliers, subcontractors, and internal teams for project documentation.
• Manage project documentation including contracts, BOQs, delivery notes, and invoices.
• Ensure all project records are properly filed and accessible in SharePoint / Odoo / Project Management systems.
• Track project progress and issues, and report them to the Project Manager.
• Assist in preparing client-facing reports and presentations.
• Coordinate with Finance to prepare milestone billing documents as per contract terms.
• Ensure billing milestones are aligned with project progress and submit supporting documentation for invoicing.
• Liaise with procurement teams to track purchase orders and supplier deliveries.
• Support with vendor communication for quotations, lead times, and delivery schedules.
• Assist in verifying delivery notes against BOQs and project requirements.
• Support project-related communication with clients, consultants, and subcontractors when required.
• Ensure smooth handover of information between different project stakeholders.

Requirements

Key Skills & Competencies

Work Experience and Education Requirements

Requirements

Prerequisites Strong knowledge of ELV systems, particularly in : Structured Cabling : Expertise in Cat6 and fiber optic cabling. Home Automation : Familiarity with smart home technologies. Audio Systems : Experience with DANTE audio over IP. Visual Solutions : Knowledge of Audio Visual Teams meeting room solutions. Network Infrastructure : Understanding of network design, Wi-Fi systems, MDF / IDF networks. Office Automation : Proficiency in integrating automated office systems. HVAC Control : Experience in designing HVAC control systems. Proficiency in AutoCAD for drafting and design purposes. Advanced skills in Microsoft Excel and other Microsoft Office applications. Familiarity with estimation software and tools (e.g., PlanSwift, Bluebeam). Experience working in the ELV contracting industry, ideally with a focus on BMS contracting. Understanding of local and international codes, standards, and regulations related to ELV systems and associated technologies. Excellent analytical and mathematical abilities for accurate cost estimation. Attention to detail with a high level of accuracy in calculations and documentation. Strong verbal and written communication skills for effective interaction with clients and team members. Ability to prepare clear and concise technical reports and proposals. Excellent organizational and time-management skills. Ability to handle multiple projects simultaneously and meet tight deadlines. Strong teamwork and collaboration abilities. Problem-solving mindset with the capacity to work independently when required. Familiarity with Building Information Modeling (BIM) software (e.g., Revit) is a plus. Knowledge of Customer Relationship Management (CRM) systems.