Project Administrator

Beca; Gresik; On-site; IDR 180,000,000 - 210,000,000; Full time

Job summary

Beca Indonesia is seeking a detail-oriented Project Administration Specialist to support reporting, document/template compilation, and project controls across multiple initiatives. Strong English communication and meticulousness are essential to ensure accuracy in templates, reports, and financial data.

The role emphasizes collaboration with project managers, maintaining files and websites, coordinating financial reports, and delivering high-quality service to internal and external clients while

Qualifications

• Minimum 5 years’ experience in project controls/admin.
• Strong English (written and verbal).
• Knowledge of project management, controls and finance processes.
• Experience with Oracle systems and Microsoft suite (Excel, Word, PowerPoint; Teams/SharePoint desirable).

Responsibilities

• Provide project administration and document management support to projects.
• Establishment and maintenance of project administration including files, meeting minutes and websites.
• Coordination of project financial reports, ensuring project managers are informed about project timelines.
• Participate professionally within the project team and provide support as directed.
• Provide a quality service to internal and external clients.
• Coordinate and maintain project OHS activities.
• Understand and support business activities.
• Complete internal client requests in a timely manner and communicate actions.

Skills

Project controls

Attention to detail

English fluency

Microsoft Office

Oracle systems

Tools

Oracle

Microsoft Office

Job description

Job Description

The role focuses on high-quality reporting, document/template compilation, and supporting project management, controls, and finance processes. Strong English communication skills and excellent attention to detail are essential.

About You

• Minimum 5 years’ experience in project controls/admin, preferably within industrial environments.
• Strong English (written and verbal) and high attention to detail in reporting and templates.
• Good understanding of project management, controls, and finance processes.
• Experience with Oracle systems and the Microsoft suite (Excel, Word, PowerPoint; Teams/SharePoint desirable).

Key Responsibilities

• Provide project administration and document management support to projects under the guidance of the Job and Project Managers
• Responsible for the establishment and maintenance of project administration including files, meeting minutes and websites
• Coordination of project financial reports, ensuring project managers are informed about project timelines
• Participate professionally and enthusiastically within the project team and provide support as directed
• Provide a quality service to internal and external clients
• Responsible for the coordination and maintenance of project OHS activities
• Possess an understanding of business activities
• Act in a timely manner to complete all internal client requests efficiently and inform clients when unable to meet expectations and reach agreement on course of action.
• Build rapport and communicate professionally with all team members and clients even when the situation becomes difficult
• Co-ordinate own workflows to ensure completion of special project priorities
• Seek specific, constructive and immediate feedback to ensure development of best practice knowledge
• Achievement of team goals are obtained through personal effort
• Proven administration experience
• Demonstrated experience with document management and project management systems, applications and financial tools
• Understand and adhere to the Beca values
• Act in accordance with industry / professional ethics maintaining professionalism at all times
• Contribution and effort is aligned to organizational objectives
• Comply with all company HSE systems and procedures relevant to the role, in accordance with local documented HSE responsibilities and accountabilities. No work-related injuries, illnesses or adverse environmental outcomes due to incorrect or inadequate application of systems or procedures
• Participate in performance development discussions with manager initiating and managing own personal development with all CPD requirements met
• Work co-operatively and collaboratively willingly accepting share of workload and helping others when required