Project Administrator

WSP in Manila; Pasig; On-site; PHP 350,000 - 520,000; Full time

Job summary

WSP in Manila is seeking an experienced project administrator to provide comprehensive support to project teams, ensuring tasks are completed on time and to a high standard.

You will maintain documents, trackers, and reports while using approved tools to ensure data accuracy. The role involves scheduling, cost tracking, invoicing support, and close collaboration with finance teams. Bilingual English/Chinese is preferred.

Qualifications

• Higher Diploma / Diploma or above in Business Administration, Project Management, or related disciplines.
• 3 to 5 years of relevant experience in project administration, project coordination, or secretarial/administrative support.
• Exposure to engineering, construction, consultancy, or professional services environments is preferred.
• Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organisational skills and attention to detail.
• Effective communication, coordination, and stakeholder management skills.

Responsibilities

• Provide comprehensive administrative and coordination support to assigned project teams; ensuring project tasks are completed accurately, on time, and to a high standard
• Maintain project documents, work instructions, trackers, reports, and correspondence as required
• Use approved software tools and templates to maintain assigned reports, dashboards, trackers, and/or spreadsheets with strong attention to data accuracy and consistency
• Assist with project scheduling activities, including tracking upcoming and overdue actions, following up with team members, and supporting resolution
• Support project cost tracking, budget monitoring, expenditure recording, and forecasting activities related to cost control
• Interface with accounting/finance teams to support compliance with invoicing requirements; assist with invoice preparation and facilitation of timely payment using PO system
• Maintain accurate logs for project expenses and related documentation in line with governance and audit

Skills

Organisational skills

Attention to detail

Multitasking

Stakeholder management

Communication skills

English and Chinese proficiency

Self-initiative

Independent working

Education

Higher Diploma / Diploma in Business Administration or Project Management

Tools

MS Office

Job description

JOB DESCRIPTION

What if you could shape a career as unique as you? At WSP, you can always find opportunities to grow and do what matters to you. Make the most of our global reach to discover new challenges and chances to work with diverse, talented individuals who will help you expand your horizons.

What you’ll do

• Provide comprehensive administrative and coordination support to assigned project teams; ensuring project tasks are completed accurately, on time, and to a high standard
• Maintain project documents, work instructions, trackers, reports, and correspondence as required
• Use approved software tools and templates to maintain assigned reports, dashboards, trackers, and/or spreadsheets with strong attention to data accuracy and consistency
• Assist with project scheduling activities, including tracking upcoming and overdue actions, following up with team members, and supporting resolution
• Support project cost tracking, budget monitoring, expenditure recording, and forecasting activities related to cost control
• Interface with accounting/finance teams to support compliance with invoicing requirements; assist with invoice preparation and facilitation of timely payment using PO system
• Maintain accurate logs for project expenses and related documentation in line with governance and audit

Requirements

• Ensure project records are complete, accurate, and readily retrievable for audit or future reference
• Understanding and use of new ERP system.

Continuous Improvement & Team Contribution

• Take initiative and display a strong drive for achievement; be accountable, committed, and dependable in delivering best possible results
• Be proactive to suggest improvements in processes and efficient ways of working
• Ensure consistency and quality by checking own work and assisting in reviewing team’s work output

Success Measures

• Accurate, compliant, and well-maintained project documentation, logs, and records
• Timely and reliable support to Project Managers and technical teams
• High-quality reporting outputs (dashboards, trackers, and progress reports) delivered on schedule
• Smooth coordination of meetings, logistics, and stakeholder communications
• Positive stakeholder feedback and demonstrated contribution to workflow and team efficiency

Qualifications

• Higher Diploma / Diploma or above in Business Administration, Project Management, or related disciplines
• With 3 to 5 years of relevant experience in project administration, project coordination, or secretarial/administrative support
• Exposure to engineering, construction, consultancy, or professional services environments is preferred
• Fresh graduates with strong administrative aptitude may be considered (role dependent)
• Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook)
• Able to prepare professional-quality reports, presentations, and client-ready documentation
• Strong organisational skills, attention to detail, and ability to manage multiple tasks and deadlines
• Effective communication, coordination, and stakeholder management skills
• Self-initiative, independent, and responsible; able to work proactively with minimal supervision
• Good command of English and Chinese
• Preferred knowledge and exposure:
  • Project management or project controls
  • Experience supporting proposals/tenders and project deliverables
  • Familiarity with document control systems or project management platforms

Imagine a better future for you and a better future for us all.

Work on landmark projects around the world and embrace opportunities to make an even bigger impact in the communities you care about. What if you could do the best work of your life and create a legacy for yourself? With us, you can.