Project Admin Coordinator

Industrial Controls Systems, Inc. (ICON); Leyte; On-site; PHP 300,000 - 460,000; Full time

Job summary

Industrial Controls Systems, Inc. (ICON) seeks a Project Admin Coordinator to support Leyte-based projects. The role handles administrative, compliance, logistics, and site support to ensure smooth execution, including manpower, vehicles, permits, equipment, and project documentation.

You will liaise with Head Office, clients, and stakeholders to keep operations on schedule. Responsibilities include coordinating permits and regulatory compliance, handling HSE documentation, tracking expenses,

Qualifications

• Minimum 2 years experience in project coordination and admin tasks.
• Experience in operations of power plant.
• Strong organizational skills and attention to detail.
• Able to handle high-pressure situations, particularly during emergencies.
• With basic knowledge in DOLE Occupational Safety and Health Standards (OSH).
• Proficient in MS Office particularly MS Word, MS Excel, MS PowerPoint and MS Outlook.

Responsibilities

• Coordinate manpower, service vehicles, and drivers for project deployment based on site requirements and schedules.
• Process and monitor permits to ensure compliance with company, client, and regulatory requirements.
• Prepare project documentation, daily activity reports, and track expenses and warehouse activities.
• Coordinate with Site Planner for processing Certificates of Work Completion (CWC) and project billing documents.
• Provide administrative and logistical support through site visits and cross-functional coordination.

Skills

Project coordination

Power plant ops

MS Office

Detail oriented

OSH knowledge

High-pressure handling

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

The Project Admin Coordinator – Leyte provides essential administrative, compliance, logistics, and site support to ensure the smooth and efficient execution of projects. The role coordinates manpower, vehicles, tools, equipment, permits, project documentation, expenses, and warehouse activities while ensuring compliance with client, safety, and regulatory requirements. The position also supports project billing, corrective works, and site operations through timely coordination with project teams, Head Office, clients, and other stakeholders.

MAIN RESPONSIBILITIES

• Regulatory Compliance & Permits – Process and monitor business, project, vehicle, motor pool, warehouse, and site-related permits to ensure compliance with company, client, and regulatory requirements.

• HSE & Site Compliance – Prepare and submit required HSE documents and permits, attend HESSCOM meetings, monitor compliance concerns, and coordinate corrective actions for violations.

• Manpower & Deployment Coordination – Coordinate qualified manpower, service vehicles, and drivers for project deployment based on site requirements and schedules.

• Material, Tools & Equipment Planning – Prepare and coordinate the availability of project consumables, tools, equipment, and other resources needed for routine, corrective, and emergency works.

• Warehouse & Asset Management – Manage the issuance and return of tools and equipment, maintain accurate monitoring records, and ensure all returned items are properly inspected and documented.

• Project Documentation & Reporting – Compile and maintain daily work activity reports, project records, and supporting documents in accordance with project Terms of Reference (TOR) and company requirements.

• Project Billing & Completion Support – Coordinate with the Site Planner for the processing and submission of Certificates of Work Completion (CWC) and other documents required for project billing and invoicing.

• Project Expense Administration – Process timely cash advance requests and ensure proper and timely submission of expense liquidations and supporting documents.

• Project Site Support – Conduct project site visits as required and provide administrative and logistical support to ensure smooth project execution.

• Quotation & Corrective Work Support – Prepare quotations for corrective works based on site requirements, scope, and available project information.

• Safety & Vehicle Monitoring – Monitor vehicle safety compliance, including daily review of IVMS records, dashcam/GPS monitoring, overspeed violations, and renewal of vehicle passes and permits.

• Cross-functional Coordination – Coordinate with project teams, site personnel, clients, suppliers, and Head Office to ensure timely completion of administrative, compliance, logistics, and project requirements.

JOB QUALIFICATIONS:

• At least two (2) years experience handling project coordination and administrative task

• Experience in operations of power plant

• Strong organizational skills and detail-oriented

• Able to handle high-pressure situation, particularly during emergencies

• With basic knowledge in DOLE Occupational Safety and Health Standards (OSH)

• Proficient in MS Office particularly in MS Word, MS Excel, MS PowerPoint and MS Outlook