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Project Admin Coordinator
3 weeks ago
**Duties and responsibilities**:
- Maintain and organize all project documentation, including contracts, drawings, reports, meeting minutes, and shipping documents. Ensure proper filing and archival both physically and digitally.
- Coordinate and schedule meetings, including sending invites, preparing agendas, and taking minutes.
- Handle general administrative duties such as data entry, photocopying, printing, and arranging logistics. Monitor and manage office and project-related supplies and equipment.
- Support logistics coordination, including liaising with forwarders and movers for material delivery and relocation. Arrange storage space and support planning for material move-in activities.
- Assist with financial processes including invoice handling, payment tracking, petty cash management, staff expense claims, and budget-related records. Prepare and submit purchase requests and vendor progress claims, with proper documentation and entry into the FACT accounting system.
- Coordinate and facilitate guest visits, including hotel and restaurant bookings, and arranging appointments with clients and contractors.
- Prepare and submit documentation for daily operational requirements, such as Permit to Work (PTW), Risk Assessments (RA), work permits, Safety Induction Cards (SIC), and staff claims.
- Maintain and update attendance records (including vendors) and staff leave schedules.
- Ensure the site office environment is kept clean, organized, and conducive to productivity.
**Job Requirement**:
- Proficiency in Microsoft Office is required.
- Ability to communicate in both English and Japanese (JLPT N2/N3 level) is an advantage.
- Perform any additional duties as assigned to support the project team and operations.
**Job Types**: Contract, Temporary
Contract length: 10 months
Pay: $3,000.00 - $4,000.00 per month
Schedule:
- Monday to Friday
- Weekend availability
**Education**:
- Local Polytechnic Diploma (preferred)
**Experience**:
- Project Admin: 1 year (preferred)
Willingness to travel:
- 75% (preferred)
Work Location: In person
