Project Administrative Coordinator

2 days ago

Bataan, Philippines CH-Lead Industrial Supply Full time $40,000 - $60,000 per year

Job Description Summary

The Project Administrative Coordinator provides essential administrative and organizational support to ensure the smooth operation of project activities at the site. This role involves coordinating documentation, supporting communication between concern department, maintaining records and assisting in compliance. The coordinator acts as the administrative backbone for the site management team.

Key Responsibilities

  • Maintain and organize project files, documents and correspondence.
  • Manage calendars, schedule meetings and coordinate appointments for site managers and project staff.
  • Prepare reports, presentations and memos as needed.
  • Ensure all project documentation is properly filed, updated and archived.
  • Track document revisions, approvals and distribution in compliance with project standards.
  • Assist with compiling data for daily, weekly and monthly project reports.
  • Oversee general office operations at the project site.
  • Order and maintain inventory of office supplies and equipment.
  • Serve as a liaison between the site team, contractors, clients and head office.
  • Handle incoming and outgoing communications (emails, calls, courier services).
  • Help prepare meeting agendas and take minutes of the meeting.
  • Assist with onboarding procedures for new site staff and contractors.
  • Collect and track daily attendance, time sheets and leave records.
  • Ensure compliance with site access and safety induction protocols.
  • Maintain logs of safety incidents, inspections and toolbox meetings.
  • Support the Health and Safety Officer in filing safety documents and reports.
  • Ensure permits, licenses and certifications are current and properly documented.

Qualifications and Requirements

  • Diploma or Bachelor's degree in Business Administration, Project Management, or any related field.
  • 1-3 years of Administrative experience, preferably in construction, engineering or site-based roles.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication.
  • Proficiency in MS Office (Word, Excel, Outlook, Power Point).
  • Familiarity with document control systems or project management software is a plus.
  • Knowledge of construction project terminology and workflows.
  • Excellent written and verbal communications skills.
  • Strong organizational and time management abilities.
  • Willing to start ASAP.

Work Environment

  • Based on a construction or project site (may involve fieldwork exposure).
  • May require PPE (Personal Protective Equipment) when accessing active site areas.
  • Standard workweek (Monday to Saturday) with occasional overtime based on project deadlines.

Job Type: Fixed term

Benefits:

  • Company Christmas gift
  • Company events

Application Question(s):

  • Willing to start ASAP?
  • Willing to come on site for a face to face interview?

License/Certification:

  • Professional driver's license (Required)

Willingness to travel:

  • 100% (Preferred)

Work Location: In person

Application Deadline: 08/30/2025

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