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.