Project Administrator

2 weeks ago

Makati City, National Capital Region, Philippines ASSIST Creativelab Full time

We are looking for a proactive, highly organized, and detail-oriented professional to join our team as a
Project Administrator

for a communications-focused project. The ideal candidate is fluent in Microsoft Office 365 applications, well-spoken, and able to communicate clearly and professionally. This role will provide essential administrative, financial, logistical, and procurement support to ensure smooth project delivery and efficient team operations.

The candidate will work in a multicultural environment and gain significant exposure to the communications and development sector.

Key Responsibilities

Administrative Support

  • Update internal trackers to ensure accurate and timely monitoring of tasks, deliverables, and ongoing campaigns.
  • Maintain and regularly update the EU Multimedia Content repository.
  • Proofread and format documents, reports, and deliverables to ensure quality and consistency.
  • Draft minutes of meetings for the Technical Assistance (TA) team.
  • Draft concept notes for yearly campaigns and assist in drafting biannual progress reports, presentations, etc

.

Financial Support

  • Monitor project budgets and prepare Statements of Account (SoAs) for submission to the Contracts & Administrative team within the first week of each month.
  • Track project-related expenses, invoices, and financial records.
  • Process reimbursements for the TA team, including parking fees, hotel reservations, and meal expenses.

Logistical Support

  • Schedule internal and external meetings (both face-to-face and virtual).
  • Coordinate travel arrangements such as hotel bookings, car rentals, and transportation arrangements (e.g., Grab bookings).

Procurement Support

  • Manage and maintain the database of service providers and suppliers.
  • Prepare bid tabulation forms and ensure proper documentation for procurement processes, securing the best value for products and services.
  • Coordinate shipping and delivery of materials as needed.

Other Ad Hoc Support

  • Provide additional administrative or coordination support to the team as required.

Expectations

  • Bachelor's degree in Communications, Business Administration, Management, Marketing, or related fields.
  • Preferably 1-2 years of experience in administrative, project coordination, or operations support roles.
  • Proficient in Microsoft Office 365 applications, especially Excel, Word, SharePoint, and MS Teams.
  • Strong written and spoken English communication skills.
  • Highly organized, detail-oriented, and able to manage multiple priorities.
  • A self-starter who can work independently and collaboratively in a fast-paced environment.
  • Able to work efficiently under pressure and meet deadlines.
  • Has a professional demeanor, good interpersonal skills, and a sense of urgency.

Base and Employment Type

Hybrid (Makati-based), Full-time

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