Project Administrator

TAIT; Hong Kong; On-site; HKD 201,000 - 335,000; Full time

Job summary

TAIT in Hong Kong is seeking a Project Administrator to support project managers with documentation, billing, and revenue tracking across live events projects. You will ensure accuracy in schedules, invoices, and payment applications while coordinating with design, estimating, and accounts teams.

This role requires 1+ year in project coordination, strong Excel skills, and clear written and spoken communication.

Qualifications

• 1+ years of experience in project coordination or administration.
• HS Diploma/GED required; an Associate or Bachelor's degree is preferred.
• Strong knowledge of business and manufacturing processes.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel).

Responsibilities

• Initiates set up of projects, folders and job structure.
• Creates project payment schedules and manages billing for all designated projects, ensuring the payment schedules are accurate and current.
• Maintains project revenue valuation breakdowns on projects.
• Understands billing requirements for each project and can support the Project Managers in gathering information and submitting required documents.
• Reviews and understands the extents of current contracts and can answer related questions.
• Collaborates with the management of customer project portals and information.
• Follows up on Accounts Receivable collections and works with customers to get payments arranged.
• Ensures all System project information is accurate and current as related to revenue.
• Run reports and be able to interpret documents down to detailed information on revenue and cost breakdown.
• Understands and calculates tax to be charged on projects during invoicing.
• Fills a connection between Project Management and the Finance or Legal teams.
• Collaborates effectively with all members of other functional areas of the organization.
• Supports other project or organizational tasks, as assigned.

Skills

Project coordination

Communication

Attention to detail

Time management

Team collaboration

Education

HS Diploma/GED required

Associates or Bachelors Degree preferred

Tools

Microsoft Office

ERP systems (SAP, Epicor)

Job description

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life.With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics

Position Purpose

The Project Administrator’s primary responsibility is to partner with Project Managers on all project related documentation and billing to be kept current. This includes project information accuracy in all systems that display to the organization. The Project Administrator works alongside each Project Management team (including Senior Project Manager, Project Manager, Associate Project Managers, Project Designers, Estimators and Bid Managers) to generate project related documents including payment schedules, payment applications and Invoices.

Responsibilities & Expectations

• Initiates set up of projects, folders and job structure
• Creates project payment schedules and manages billing for all designated projects, ensuring the payment schedules are accurate and current
• Maintains project revenue valuation breakdowns on projects
• Understands billing requirements for each project and can support the Project Managers in gathering information and submitting required documents
• Reviews and understands the extents of current contracts and can answer related questions
• Collaborates with the management of customer project portals and information
• Follows up on Accounts Receivable collections and works with customers to get payments arranged
• Ensures all System project information is accurate and current as related to revenue
• Run reports and be able to interpret documents down to detailed information on revenue and cost breakdown
• Understands and calculates tax to be charged on projects during invoicing
• Fills a connection between Project Management and the Finance or Legal teams
• Collaborates effectively with all members of other functional areas of the organization
• Supports other project or organizational tasks, as assigned

To perform this position successfully, each essential responsibility/accountability must be fulfilled satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the responsibilities and accountabilities outlined above.

Behavioral Competencies

Organization: Strong organizational skills to maintain project documentation, schedules, and resources.

Communication: Effective communication, both written and verbal, to facilitate collaboration among project team members and stakeholders.

Documentation: Proficiency in creating and maintaining project documents, including plans, reports, and meeting minutes.

Time Management: Efficiently managing project timelines, deadlines, and task assignments.

Problem-Solving: Identifying and addressing project issues and roadblocks to keep the project on track.

Attention to Detail: Meticulously reviewing project documentation and deliverables for accuracy and quality.

Team Collaboration: Collaborating with project managers, team members, and external partners to ensure project objectives are met.

Technology Proficiency: Familiarity with project management software and tools to support project planning and tracking.

Adaptability: Being adaptable to changes in project scope, requirements, or priorities.

Required Qualifications

• 1+ years of experience in project coordination, administration or a related field
• Education: HS Diploma/ GED required, with an Associates or Bachelors Degree, preferred
• Strong knowledge of business and manufacturing process
• Excellent verbal and written communication skills
• Strong analytical and problem-solving abilities to assist with project planning
• Strong leadership skills along with a strong sense of urgency
• Critical thinking skills and the ability to think tactically and strategically
• Ability to read and understand contractual content
• Proficiency in Microsoft Office Applications: Word, Outlook, and Excel

Preferred Qualifications

• Understanding ERP systems (e.g. SAP, Epicor)
• Understanding of billing terms

Working Conditions and Physical Effort

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to reach with hands and arms and talk or hear.
• Specific vision abilities required by this job include close vision, color vision, and peripheral vision.
• The employee regularly operates a computer, including typing, using a mouse or keyboard, and viewing the screen for extended periods.
• While the role does not require regular lifting or physical exertion, there may be occasional onboarding programs or training opportunities that create opportunities for more exposure to physical tasks or new environments (sites, venues, etc.)

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.