Project Administrator

2 weeks ago

Manila, Philippines Heidi Chef Solutions LLC Full time

Quezon City CPO, Philippines | Posted on 18/09/2025

  • Province National Capital Region (Manila)
  • Country Philippines
  • Postal Code 1100
Supported Regions & Working Hours

UAE (1pm to 10pm PST)

Job Description Purpose

We are seeking a Project Administrator to join our team in the Philippines to provide administrative and coordination support to our UAE Projects Team. The Project Admin will play a key role in ensuring project documentation, reporting, and communication flows smoothly across teams and stakeholders. This position requires strong organizational skills, attention to detail, and the ability to work across multiple time zones.

Work Overview
  • Support UAE Project Managers in the day-to-day administration of ongoing projects.
  • Maintain and update project trackers, schedules, and dashboards.
  • Prepare and circulate meeting minutes, action items, and follow-ups.
  • Coordinate with suppliers, subcontractors, and internal teams for project documentation.
  • Manage project documentation including contracts, BOQs, delivery notes, and invoices.
  • Ensure all project records are properly filed and accessible in SharePoint/Odoo/Project Management systems.
  • Track project progress and issues, and report them to the Project Manager.
  • Assist in preparing client-facing reports and presentations.
  • Coordinate with Finance to prepare milestone billing documents as per contract terms.
  • Ensure billing milestones are aligned with project progress and submit supporting documentation for invoicing.
  • Liaise with procurement teams to track purchase orders and supplier deliveries.
  • Support with vendor communication for quotations, lead times, and delivery schedules.
  • Assist in verifying delivery notes against BOQs and project requirements.
  • Support project-related communication with clients, consultants, and subcontractors when required.
  • Ensure smooth handover of information between different project stakeholders.
Requirements
  • Strong organizational and multitasking skills with attention to detail.
  • Proficient in MS Office (Excel, Word, PowerPoint)
  • Excellent written and verbal communication skills in English.
  • Ability to work in a fast-paced environment and manage competing priorities.
  • Comfortable working with UAE-based team and aligning with Gulf business culture.
Work Experience and Education Requirements
  • Bachelor’s degree in Business Administration, Project Management, or related field.
  • 2–4 years of experience in project administration, coordination, or similar role (preferably in IT, AV, and ELV).
  • Experience with project management tools (e.g., MS Project, Jira, or similar ERP/PM systems) is an advantage.
  • Exposure to UAE/GCC projects is preferred but not mandatory.
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