IT Project Administrator

Purpose

We are looking for a Project Administrator to coordinate and administer routine support tasks and new project initiatives. You will support the department in all project-related administrative and clerical duties, and communicate with internal or external parties to get things done.

Key Missions

• Service Enablement
  1. Access Management & Compliance
  • Ensure timely submission, renewal, and follow-up of physical access
  clearance application forms.
  • Track and close all access-related requests to ensure compliance with
  site security protocols
  2. Permit-to-Work (PTW) Coordination
  • Assist the project team with PTW submissions.
  • Liaise with Project Engineers to coordinate the receipt and verification of
  delivered goods
  3. Inventory & Asset Management
  • Support inventory tracking and updates using Microsoft Dynamics 365
  (D365) during the project phase.
  • Manage onsite and centralized storerooms, ensuring accurate
  documentation of stock movement.
  • Coordinate with the central warehouse team for deliveries and dispense
  spare parts to ground teams as needed
  4. Vendor Coordination
  • Follow up with vendors on equipment repair and return (R&R) matters.
  • Provide monthly reports on R&R status to relevant stakeholders.
  5. Resource & Time Management
  • Assist in the monthly submission of standby allowances.
  • Support the allocation and tracking of project hours for team time
  clocking.
  6. Office & Facility Support
  • Liaise with the Office Manager to ensure support offices are stocked with
  necessary supplies.
  • Maintain cleanliness, accessibility, and readiness of support offices and
  storerooms.
• Service Improvement
  1. Documentation & Process Support
  • Maintain and update documentation of workflows and operational
  processes.
  • Ensure records are accurate, accessible, and aligned with audit
  requirements.
  2. Tools Support
  • Support and administer CRM (Salesforce) enhancement, issue and
  requests
  3. Training
  • Schedule and track training progress
  • Conduct training
  4. Vendor Management
  • Track vendor KPI attainment
  • Register and track feedbacks

Profile & Other Information

• Demonstrates a strong service quality mindset, coupled with a keen sense of urgency in completing tasks efficiently and do not mind getting their hands dirty to get the job done.
• Capable of independently managing schedules and activities with minimal supervision.
• Strong communication skills and responsive.
• Meticulous and actively seeks opportunities to improve operational efficiency.
• Proficient in Microsoft Office Suite, familiar with inventory management and procurement processes.
• May require travelling between client site to support the BAU team when required.
• At least 3 years relevant Project Administration and/or Logistics experience, preferably in an MNC environment.
• Diploma in Business Administration or related field, or possesses equivalent practical experience.