Senior/Administrative Officer
Job Purpose
The Senior Administrative Officer is responsible for providing administrative support to the project management team and assisting in inter BU administrative coordination for all LTA green & brown field projects. Your role is critical in ensuring that project documentation, communication, and administrative tasks are handled effectively.
Responsibilities
Documentation Management:
Create, organize, and maintain project documentation, including contracts, permits, project correspondence, project plans, design documents and reports.
Ensure that all project-related documents are accurate, up-to-date, and easily accessible.
Communication:
Act as a point of contact between project manager, installation teams, clients, partners, and subcontractors.
Facilitate communication, distribute information, and relay messages within the project team.
Scheduling and Coordination:
Assist in scheduling project/ operations activities, including installations, meetings, and site visits.
Coordinate the availability of resources, equipment, and materials required for project execution.
Financial Tracking:
Assist in monitoring project budgets, expenses, and invoicing.
Prepare and maintain financial reports and updates for project management.
Project Reporting:
Generate regular project status reports, highlighting progress, milestones, and potential issues.
Assist in preparing project presentations and updates for clients and stakeholders.
Quality Assurance:
Assist in quality control by tracking and reporting on the status of project deliverables.
Ensure that installations are carried out according to project specifications.
Supplier and Vendor Management:
Maintain records of suppliers and vendors, including contact information and agreements.
Assist in procurement activities as needed.
Meeting Support:
Schedule and coordinate project meetings, including agenda preparation and meeting minutes.
Ensure that action items from meetings are documented and followed up on.
Qualifications & Work Experience
Relevant certification in Business Administration, Project Management, with minimum 5 years related field of experience (or equivalent experience).
Proven experience in project administration/ coordination/ operations.
Skills
Proficiency in project management software and Microsoft Office Suite.
Project documentation and record-keeping.
Communication and interpersonal skills.
Time management and prioritization.
Financial tracking and reporting.
Administrative support and coordination.
Problem-solving and critical thinking.
Attention to detail and quality assurance.
Strong organizational and multitasking skills.
Ability to work effectively in a fast-paced environment.
Vendor management.
We regret to inform that only shortlisted candidates will be contacted.
