Project Admin Coordinator

CH Asia World of Electric, Inc.; Metro Manila; On-site; PHP 360,000 - 600,000; Full time

Job summary

CH Asia World of Electric, Inc. is seeking a Project Admin Coordinator – Panel Board Subcontractor to coordinate subcontractor activities, manage documentation, QA, and engineering coordination, and prepare accurate weekly progress reports and management presentations.

The role may involve visiting project sites or attending coordination meetings as required. The ideal candidate holds a Bachelor of Science in Electrical Engineering and has experience with electrical projects, drawings, and QC

Qualifications

• Bachelor of Science in Electrical Engineering.
• Experience in electrical projects, panel board fabrication, installation, testing, commissioning, or subcontractor coordination is preferred.
• Knowledge of electrical drawings, panel board components, technical specifications, and electrical testing documentation.
• Familiarity with quality assurance and quality control processes, inspection reports, and non-conformance documentation.
• Proficiency in Microsoft Excel, Word, and PowerPoint for monitoring, documentation, and management presentations.
• Experience preparing project progress reports, monitoring schedules, and technical presentations is an advantage.
• Strong organizational, analytical, communication, and coordination skills.
• Ability to communicate effectively with subcontractors, QA Engineers, Project Engineers, and management.
• Ability to report accurate updates, maintain traceable project records, and follow through on pending deliverables and quality actions.

Responsibilities

• Coordinate with panel board subcontractors regarding project schedules, deliverables, technical documents, and status updates.
• Monitor subcontractor progress against approved timelines, milestones, and commitments.
• Follow up on pending submissions, technical clarifications, inspection schedules, corrective actions, and outstanding requirements.
• Coordinate with the Project Engineer, QA Engineer, and other concerned departments to address project concerns and prevent delays.
• Maintain updated records of subcontractor commitments, accomplishments, pending items, issues, and management concerns.
• Consolidate inspection reports, quality control findings, test results, and other technical documentation from the QA Engineer and project personnel.
• Review submitted reports for completeness, consistency, and alignment with project specifications and approved drawings.
• Monitor defects, non-conformities, punch-list items, and corrective actions related to panel board fabrication, installation, and testing.
• Track inspection and testing activities, including factory or site inspections and electrical testing, as applicable.
• Ensure technical documents, inspection records, and testing reports are properly filed and readily available.
• Escalate unresolved technical issues, quality concerns, and schedule risks to the Project Engineer or management.
• Maintain organized project files, including approved drawings, technical submittals, inspection reports, test records, progress reports, and subcontractor correspondence.
• Track document submissions, revisions, approvals, and outstanding requirements.
• Prepare and update monitoring sheets for subcontractor progress, quality issues, pending deliverables, and project milestones.
• Prepare weekly project status reports and presentations covering accomplishments, work progress, inspection and testing status, quality findings, outstanding issues, and upcoming activities.
• Highlight delays, recurring defects, pending approvals, and matters that may affect project cost, quality, or completion schedules.
• Summarize action items, responsible persons, target completion dates, and required management decisions.
• Ensure weekly reports are supported by actual project records and validated information.
• Participate in project coordination meetings and prepare meeting minutes when required.
• Document management instructions, agreed action plans, and subcontractor commitments, then monitor the completion and closure of action items.

Skills

Organizational skills

Analytical skills

Communication skills

Coordination skills

Education

Bachelor of Science in Electrical Engineering

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

About the role

We are seeking a Project Admin Coordinator – Panel Board Subcontractor to coordinate and monitor subcontractor activities, documentation, quality requirements, and deliverables. This role supports project compliance with technical specifications and agreed schedules by consolidating project updates, coordinating with QA and engineering teams, tracking action items, and preparing accurate weekly progress reports and management presentations. The position requires an Electrical Engineering background and may involve reporting to project sites or attending coordination meetings as required.

Key responsibilities

• Coordinate with panel board subcontractors regarding project schedules, deliverables, technical documents, and status updates.

• Monitor subcontractor progress against approved timelines, milestones, and commitments.

• Follow up on pending submissions, technical clarifications, inspection schedules, corrective actions, and outstanding requirements.

• Coordinate with the Project Engineer, QA Engineer, and other concerned departments to address project concerns and prevent delays.

• Maintain updated records of subcontractor commitments, accomplishments, pending items, issues, and management concerns.

• Consolidate inspection reports, quality control findings, test results, and other technical documentation from the QA Engineer and project personnel.

• Review submitted reports for completeness, consistency, and alignment with project specifications and approved drawings.

• Monitor defects, non-conformities, punch-list items, and corrective actions related to panel board fabrication, installation, and testing.

• Track inspection and testing activities, including factory or site inspections and electrical testing, as applicable.

• Ensure technical documents, inspection records, and testing reports are properly filed and readily available.

• Escalate unresolved technical issues, quality concerns, and schedule risks to the Project Engineer or management.

• Maintain organized project files, including approved drawings, technical submittals, inspection reports, test records, progress reports, and subcontractor correspondence.

• Track document submissions, revisions, approvals, and outstanding requirements.

• Prepare and update monitoring sheets for subcontractor progress, quality issues, pending deliverables, and project milestones.

• Prepare weekly project status reports and presentations covering accomplishments, work progress, inspection and testing status, quality findings, outstanding issues, and upcoming activities.

• Highlight delays, recurring defects, pending approvals, and matters that may affect project cost, quality, or completion schedules.

• Summarize action items, responsible persons, target completion dates, and required management decisions.

• Ensure weekly reports are supported by actual project records and validated information.

• Participate in project coordination meetings and prepare meeting minutes when required.

• Document management instructions, agreed action plans, and subcontractor commitments, then monitor the completion and closure of action items.

What we're looking for

• Graduate of a Bachelor of Science in Electrical Engineering.

• Experience in electrical projects, particularly panel board fabrication, installation, testing, commissioning, or subcontractor coordination, is preferred.

• Knowledge of electrical drawings, panel board components, technical specifications, and electrical testing documentation.

• Familiarity with quality assurance and quality control processes, inspection reports, and non-conformance documentation.

• Proficiency in Microsoft Excel, Word, and PowerPoint for monitoring, documentation, and management presentations.

• Experience preparing project progress reports, monitoring schedules, and technical presentations is an advantage.

• Strong organizational, analytical, communication, and coordination skills.

• Ability to communicate effectively with subcontractors, QA Engineers, Project Engineers, and management.

• Ability to report accurate updates, maintain traceable project records, and follow through on pending deliverables and quality actions.

• Willingness to report to project sites or attend coordination meetings as required.