Project Liaison Officer – The Estates Makati Project (Project Based)

Hafele Philippines, Inc.; Makati; On-site; PHP 391,000 - 614,000; Full time

Job summary

Hafele Philippines, Inc. seeks a Project Liaison Officer to coordinate between clients, project teams, suppliers and contractors, ensuring accurate communication and timely updates throughout the project lifecycle, from initiation to closeout.

You will manage documentation, prepare agendas and minutes, track actions, monitor schedules, coordinate approvals, and maintain version-controlled project records to keep all stakeholders informed.

Qualifications

• Bachelor's degree in Engineering, Architecture, Construction Management, Business Administration, or related field.
• 2–3 years of project coordination, customer service, construction, or project administration experience.
• Experience in construction, fit-out, furniture, kitchen, cabinetry, or building projects is an advantage.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office; familiarity with AutoCAD.
• Ability to manage multiple projects and priorities simultaneously.

Responsibilities

• Act as the primary liaison between client, project team, suppliers, contractors, and internal teams; coordinate meetings, site visits, and reviews.
• Maintain and organize project documentation, correspondence, drawings, contracts, permits and approvals; track action items.
• Coordinate submission and approval of shop drawings, submittals, variations, and permits; monitor compliance with client requirements and company procedures.
• Track project progress against schedules; escalate delays or risks to Project Manager or HPI Management; coordinate with procurement, logistics, installation, and site teams.
• Maintain positive relationships with clients and stakeholders; provide project status updates and coordinate resolution of issues affecting delivery.
• Prepare regular project status reports and monitor correspondence logs and issue trackers.

Skills

Communication

Interpersonal skills

Organizational skills

Documentation skills

Multitasking

Education

Bachelor's degree in Engineering, Architecture, Construction Management, Business Administration, or related field

Tools

Microsoft Office

AutoCAD

Job description

The Project Liaison Officer serves as the primary coordination point between the client, project team, suppliers, contractors, and internal departments. The role is responsible for facilitating communication, monitoring project requirements, tracking documentation, coordinating approvals, and ensuring that project information is communicated accurately and promptly to all stakeholders. The Project Liaison Officer supports the successful and timely execution of projects by ensuring smooth coordination throughout the project lifecycle.

Key Responsibilities

1. Stakeholder Coordination

• Act as the primary liaison between STRC, PMT, fit out contractors, WVCA design consultants, suppliers, and internal HPI teams.
• Coordinate meetings, site visits, project reviews, and stakeholder discussions.
• Ensure all stakeholders receive timely updates regarding project milestones, deliverables, and changes.
• Manage communication channels to resolve project-related concerns and inquiries.

2. Project Administration

• Maintain and organize project documentation, correspondence, drawings, contracts, permits, and approvals.
• Track project action items and follow up on pending requirements.
• Prepare meeting agendas, minutes, and progress reports.
• Monitor project schedules and communicate upcoming deadlines to relevant stakeholders.

3. Documentation and Compliance

• Ensure all project documents are complete, accurate, and properly filed.
• Coordinate submission and approval of shop drawings, material submittals, variations, and permits.
• Monitor compliance with client requirements, contractual obligations, and company procedures.
• Support document control activities and maintain version control of project records.

4. Progress Monitoring

• Track project progress against agreed schedules and milestones.
• Escalate potential delays, risks, or obstacles to the Project Manager or directly to HPI Management.
• Coordinate with procurement, logistics, installation, and site teams regarding project requirements.
• Assist in monitoring material deliveries and project implementation activities.

5. Client Relationship Management

• Maintain positive and professional relationships with clients and project stakeholders.
• Address client concerns and ensure timely response to inquiries.
• Provide project status updates and coordinate resolution of issues affecting project delivery.
• Facilitate smooth handover and project closeout activities.

6. Reporting

• Prepare regular project status reports.
• Monitor project correspondence logs and issue trackers.
• Provide updates on outstanding approvals, deliverables, and risks.
• Support management reporting requirements

Qualifications

• Bachelor's degree in Engineering, Architecture, Construction Management, Business Administration, or related field.
• Minimum 2 to 3 years of project coordination, customer service, construction, or project administration experience.
• Experience in construction, fit-out, furniture, kitchen, cabinetry, or building projects is an advantage.
• Strong communication and interpersonal skills.
• Excellent organizational and documentation skills.
• Proficient in Microsoft Office applications.
• Familiarity in AutoCAD.
• Ability to manage multiple projects and priorities simultaneously.

Reports To: Project Manager

Coordinates With: Clients, Sales Team, Design Team, Procurement, Logistics, Installation Team, QA/QC, Suppliers, and Contractors

Employment Status: Six (6) month service contract / To be extended/renewed as necessary