Project Administrator

James Rice Contracting Company Limited; Hong Kong; On-site; HKD 180,000 - 260,000; Full time

Job summary

James Rice Contracting Company Limited in Hong Kong is seeking a diligent Project Administrator to support documentation and daily admin tasks for high-end interior fitting-out projects. You will file and update contracts, VO, sub-contractor agreements, and purchase orders, prepare reports and submissions, and coordinate with clients, designers, and suppliers.

Strong MS Office skills and bilingual English/Chinese are essential.

Qualifications

• Secondary school graduate or higher; interior/construction background preferred.
• 2–3 years in project administration in construction, interior fit-out.
• Proficient with MS Office; able to generate basic reports.
• Good written and spoken Chinese and English; Cantonese and Putonghua.
• Detail-minded, well-organised and able to multitask; team player.

Responsibilities

• Assist the Project Manager with documentation and daily admin tasks for interior fit-out projects.
• File, organize, and update contracts, quotations, VO, sub-contractor agreements, and purchase orders.
• Prepare project progress reports, schedules, meeting minutes, and client/submission documents.
• Follow up on payment-related documents: statements, payment applications, invoices, receipts.
• Maintain communication with clients, designers, sub-contractors and suppliers; arrange meetings and site access.
• Manage project document library with version control.
• Assist with ISO/internal procedures and general office support.

Skills

Detail orientation

Multitasking

English/Chinese

Education

Secondary education / Higher Diploma

Tools

MS Office

Job description

Our talented team aren’t just transforming spaces, they’re transforming our industry too.

Job Duties

Assist the Project Manager in handling documentation and daily administrative work for high-end office and commercial interior fitting-out projects.

Responsible for filing, organizing, and updating records for contracts, quotations, variation orders (VO), sub-contractor agreements, and purchase orders.

Assist in preparing project progress reports, project schedules, meeting minutes, and submission documents to clients / consultants.

Follow up on documents related to project payment collection, such as monthly statements, progress payment applications, invoices, and receipts.

Maintain daily communication with clients, designers, sub-contractors, and suppliers, and assist in arranging meetings, site access passes, delivery and installation schedules.

Manage the project document library (including drawings, submissions, contracts, and as-built / completion documents) to ensure accurate version control and records.

Assist in handling ISO / internal procedure documents and provide general office administrative support.

Entry Requirements / Requirements

Secondary school graduate / Higher Diploma or above; candidates with construction / interior design / engineering-related background are preferred.

2–3 years or above experience in project administration / administrative support in construction, interior fitting-out, or related industries; experience in high-end office or commercial projects is an advantage.

Proficient in MS Office (Word, Excel, Outlook), able to use Excel for basic reports and record-keeping.

Good written and spoken Chinese and English; able to communicate in Cantonese and Putonghua; capable of handling emails and documents in English.

Detail-minded, well-organised, good at handling documentation and multitasking; proactive, responsible, and a good team player.

Able to work overtime during busy project periods when required.

Work Location and Hours

Working Hours: Monday to Friday, 09:00–18:00