Project Admin Coordinator
2 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: 7 months
Pay: $3, $4,000.00 per month
Education:
- Local Polytechnic Diploma (Preferred)
Experience:
- Project Admin: 1 year (Preferred)
Willingness to travel:
- 75% (Preferred)
Work Location: In person
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