Project Management and Administrative Officer I

Summary of Work Activities and Responsibilities:

The Project Management and Administrative Officer I provides administrative and technical support to the Campus Development and Construction Group of the Central Facilities Management Office. The position coordinates, documents, and assists in various design stages, construction management, post construction, and building care initiatives of the different sections.

Main Duties and Responsibilities

I. Technical and Project Management Support

• Technical Documentation and Coordination

• Translates, coordinates, and monitors the implementation of design instructions and project directives issued by the Group Hea

• Reviews, consolidates, and validates architectural/engineering drawings, technical specifications, and shop drawings to ensure accuracy, completeness, and compliance with project standards

• Project Tracking and Monitoring

• Monitors construction schedules, deliverables, and milestones, identifying risks to project timelines and communicating proactively to stakeholders

• Assists in developing and maintaining project dashboards, Gantt charts, and progress reports for effective project control
• Conducts periodic site visits to record and document technical progress, discrepancies, and compliance issues

• Cost and Procurement Suppor

• Prepares preliminary cost estimates by conducting material take-offs, referencing industry price databases, and obtaining supplier quotations

• Quality Assurance and Compliance

• Supports construction quality control by verifying that site work adheres to design specifications, building codes, safety regulations, and CFMO technical standards

• Building Care and Maintenance Support

• Coordinates with the Post-Construction and Building Care Section for preventive maintenance schedules, corrective repairs, and inspection programs

II. Administrative Support

• Organizes and schedules project-related meetings, technical reviews, and coordination sessions

• Consolidates and tracks overtime hours of Post-Construction and Building Care Section project teams and ensures that all approved by the CDCG Heads, properly documented and submitted

• Coordinates with the Admin Group in regards to staffing matters to ensure overtime records are properly aligned with official staffing documentation and reporting requirements

• Maintains project records including documentation and financial reports, in both physical and electronic formats ensuring compliance with company and regulatory requirements

• Consolidates project weekly and monthly reports, ensuring all relevant data is accurately compiled and presented for review

• Assists in the handover process, ensuring that all operational and maintenance manuals, warranties, and as-built documentation are complete and delivered
• Organizes and files as-built drawings, maintenance manuals, warranties, and other documentation necessary for the care and management of completed buildings

III. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities:

Knowledge

• Construction Project Management: Comprehensive understanding of construction methodologies, project life cycle stages (design, procurement, execution, and turnover), and established industry best practices.
• Engineering and Building Systems: Solid familiarity with structural, architectural, mechanical, electrical, plumbing, and safety systems in building design and operations.
• Technical Documentation: Proficient in reading, analyzing, and validating blueprints, shop drawings, technical specifications, O&M manuals, and cost documentation.
• Cost Estimation and Control: Skilled in performing quantity take-offs, unit costing, resource utilization tracking, and comparative vendor price analysis for budget accuracy.
• Regulatory Compliance: Knowledgeable in applying building codes, safety standards, environmental regulations, and government procurement policies to ensure full compliance.
• Project Controls: Adept in scheduling methodologies, project monitoring systems (e.g., Gantt charts, project dashboards), and generating accurate progress and performance reports.

Skills

• Complex Problem Solving: Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions (required for developing solutions to project needs)
• Management of Material Resources: Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work (required for project management functions)
• Time Management: Managing one's own time and the time of others (required for project management functions)
• Coordination: Adjusting actions in relation to the others' actions (required for dealing with other CFMO groups)
• Persuasion: Persuading others to change their minds or behavior (required for dealing with clients and contractors)
• Service Orientation: Actively looking for ways to help people (required for dealing with clients)
• Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do (required for dealing with clients and contractors)
• Judgement and Decision Making: Considering the relative costs and benefits of potential actions to choose the most appropriate one (required for developing solutions to project needs)
• System Analysis: Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes (required for developing solutions to project needs)
• Quality Control Analysis: Conducting tests and inspections of products, services, or processes to evaluate quality or performance (required for ensuring high quality outputs in construction projects)

Education and Experience Requirements:

• Bachelor's Degree in Engineering, Architecture or in any related technical or administrative field
• With at least 2 years of experience in an administrative support role, preferably in construction, design, or facilities management