Project Administrator

M.Q. LIGHTINGS ENTERPRISES, INC.; Philippines; On-site; PHP 335,000 - 558,000; Full time

Benefits offered by this job

Competitive salary

Performance-based incentives

Career growth opportunities

Exposure to global brands

Collaborative team environment

Job summary

M.Q. Lightings Enterprises, Inc.

in Makati City is seeking a Project Administrator to provide administrative and operational support to project teams, including documentation, resource management, and budgeting. You will coordinate procurement, inventory, permits, and project closeout, maintain records, ensure compliance, and collaborate with cross-functional departments to keep projects on track and within budget.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Project Management, Engineering, or related field.
• Experience in project administration/coordination, construction, installation, or similar role is an advantage.
• Knowledge of project documentation, procurement, inventory, and basic budget monitoring preferred.
• Proficient in Google Sheets.

Responsibilities

• Maintain and organize all project documentation, schedules, contracts, permits, forms, and drawings.
• Assist in managing project resources: materials, personnel, tools, and equipment.
• Track expenses and prep weekly budget reports for PIC/PM.
• Maintain accurate project records and filing for easy access.
• Coordinate procurement: sourcing, deliveries, vendor communications, and back-office support.
• Ensure permits and compliance are up to date and monitor expiration.
• Support project closeout: finalize inspections and required documentation.

Skills

Organization

Communication

Multitasking

Record-keeping

Google Sheets

Education

Bachelor’s degree in Business Admin/Office Admin/PM/Engineering

Tools

Google Sheets

Job description

Project Administrator

Makati City

About the Role

M.Q Lightings Enterprises Inc. is looking for a Project Administrator to provide administrative and operational support to our project teams. The role involves managing project documentation, resources, budgets, procurement coordination, inventory, compliance requirements, and project closeout activities.

What you'll be doing

1. Documentation Management

• Maintain and organize all project documentation, including schedules, contracts, permits, forms, formal letters, and approved drawings.

• Ensure that all project documents are updated, properly filed, and accessible to relevant team members.

• Maintain proper documentation and filing of project-related records.

2. Resource Management

• Assist in managing project resources such as materials, personnel, tools, and equipment.

• Prepare requisitions for materials and other project requirements.

• Monitor and record the movement of project materials, including in and out inventory.

• Monitor and record the in and out of MQ tools and equipment.

• Report any defective, damaged, or missing materials, tools, or equipment to the Project-in-Charge (PIC) / Project Manager (PM).

3. Budget Tracking

• Assist in tracking project expenses and ensure that expenses are aligned with the approved project budget.

• Report any budget variances or concerns to the PIC / PM.

• Handle requests for payment and petty cash vouchers.

• Prepare and submit a weekly budget report to the PIC / PM.

4. Record Keeping

• Maintain accurate and organized records of project-related activities, decisions, communications, and transactions.

• Ensure that project records are properly updated and readily available when needed.

5. Procurement Support

• Canvas and source suppliers for items and materials required for installation, in close coordination with the PIC, while ensuring that required technical specifications are met.

• Assist in the procurement process by monitoring orders, deliveries, and vendor communications.

• Coordinate with the Back Office in assigning personnel and vehicles for the delivery of materials and equipment from the MQ office to the project site.

• Follow up with the Back Office regarding all pending project requisitions.

• Monitor the status of procurement requests and ensure timely delivery of required materials and equipment.

6. Compliance and Permits

• Ensure that all necessary project permits, approvals, and related documents are secured and kept up to date.

• Monitor the status and expiration of permits and other compliance requirements.

• Coordinate with the concerned personnel regarding pending permits and approvals.

7. Project Closeout Activities

• Assist in the project closeout process.

• Maintain documentation of final inspections and project completion requirements.

• Ensure that all necessary project closeout documents and paperwork are completed and properly filed.

• Assist the project team in completing outstanding administrative requirements before project turnover.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Office Administration, Project Management, Engineering, or a related field.

• Previous experience in project administration, project coordination, construction, installation, or a similar role is an advantage.

• Knowledge of project documentation, procurement, inventory, and basic budget monitoring is preferred.

• Proficient in Google Sheet.

• Strong organizational and record-keeping skills.

• Good communication and coordination skills.

• Detail-oriented and able to manage multiple tasks and deadlines.

• Can work independently and coordinate effectively with different departments, suppliers, and project personnel.

• Willing to work in a fast-paced project environment.

Why Join Us?

• Competitive salary + performance-based incentives

• Career growth and learning opportunities

• Exposure to globally recognized brands and cutting-edge technology

• Collaborative and supportive team environment

About MQ Lightings

M.Q. Lightings Enterprises, Inc. has been a trusted leader in the Philippine film, broadcast, stage, and live events industry since 1989. We represent over 50 globally recognized brands and provide world-class equipment, technical expertise, and reliable service to creative professionals nationwide.