AU Project Administrator

NAIS CORP; Metro Manila; On-site; PHP 360,000 - 600,000; Full time

Job summary

NAIS CORP in the Philippines seeks a Project Administrator to coordinate construction projects, ensuring safety, quality, and on-time delivery. You will support planning, scheduling, procurement, and reporting, while mentoring field teams and ensuring IMS compliance.

The role requires strong organizational skills, English communication, and experience with project documentation, contract administration, and budgeting processes. Opportunities for growth abound in a dynamic project environment.

Qualifications

• Bachelor's degree in Engineering, Construction Management, Project Management, Business Administration, or a related discipline.
• Previous experience in project administration, coordination, or construction administration is highly preferred.
• Experience supporting Australian construction, telecommunications, utilities, or infrastructure projects is an advantage.

Responsibilities

• Coordinate project delivery activities, planning, scheduling, and execution.
• Maintain project documentation and ensure files are up to date and accessible.
• Track progress and report milestones to stakeholders.
• Facilitate communication between project stakeholders.
• Organize meetings, take minutes, and track action items.
• Prepare reports, presentations, and correspondence.
• Handle procurement, vendor coordination, and financial records.
• Manage project databases and records.
• Prepare and submit contract-related notices and documentation.
• Monitor budgets, expenses, invoices, and forecasts.
• Identify risks and support quality controls and compliance.
• Coordinate resource allocation and travel logistics for project teams.
• Distribute updates and manage stakeholder queries.

Skills

Organizational skills

Time management

Stakeholder management

Document control

Procurement

Scheduling

English proficiency

WHS knowledge

Education

Bachelor's degree in Engineering, Construction Management, Project Management, Business Administration, or related discipline

Job description

Job Summary: The Project Administrator is responsible for coordinating and managing construction projects, ensuring work is completed safely, efficiently, on time, and to the required quality standards. The role involves overseeing project progress, monitoring work in progress, preparing reports, coordinating with field crews, subcontractors, clients, and internal teams, and ensuring compliance with company procedures and the Utilstra Integrated Management System (IMS). The Project Administrator also supports, trains, and mentors field teams, assists with project analysis and quality reviews, and communicates project updates to stakeholders. With ongoing training and experience, the role provides opportunities for professional growth and increased responsibility under the guidance of supervisors.

JOB DESCRIPTION

1. Project Coordination & Support

• Assist the project delivery team in planning, scheduling, and executing project activities.

• Maintain project documentation, ensuring all files are up to date and accessible.

• Track project progress and report on key milestones.

• Facilitate communication between project stakeholders.

1. Administrative Support

• Organize and schedule meetings, taking minutes and tracking action items.

• Prepare project reports, presentations, and correspondence.

• Handle project-related procurement and vendor coordination.

• Maintain project databases and records.

• Prepare and submit notice / variation / EOT /or other relevant documentation according to the Contract and its specification.

1. Budget & Finance Management

• Assist in monitoring project budgets, expenses, and financial records.

• Process invoices, purchase orders, and financial documentation.

• Support financial reporting and budget forecasting.

1. Risk & Compliance Management

• Ensure compliance with company policies, industry regulations, and contractual obligations.

• Assist in identifying project risks and maintaining risk registers.

• Support quality control and assurance efforts.

1. Resource & Logistics Management

• Coordinate resource allocation, including personnel, equipment, and materials.

• Manage travel arrangements and accommodations for project teams when necessary.

• Oversee site setup and logistics coordination.

1. Stakeholder Communication

• Act as a point of contact for internal and external stakeholders.

• Distribute project updates, reports, and communications.

• Manage stakeholder queries and elevate issues as needed.

• Manage complaints within the timeframe.

• Other Ad hoc Tasks

Qualifications

• Bachelor's degree in Engineering, Construction Management, Project Management, Business Administration, or a related discipline.

• Previous experience in project administration, project coordination, or construction administration in AU industry is highly preferred.

• Experience supporting Australian construction, telecommunications, utilities, or infrastructure projects is an advantage.

Required Skills

• Excellent organizational and time management skills.

• Strong attention to detail and problem-solving abilities.

• Excellent written and verbal English communication skills.

• Ability to manage multiple projects and competing priorities.

• Strong stakeholder management and interpersonal skills.

• Knowledge of project documentation, contract administration, and document control.

• Understanding of procurement processes, purchase orders, invoices, and financial administration.

• Knowledge of project scheduling principles.

• Familiarity with Work Health & Safety (WHS) and quality management systems.