Administrative Coordinator

We are looking for a highly organised, proactive, and responsible Administrative & Project Coordinator to support the day-to-day administration of our office as well as coordinate ongoing projects.

The candidate will work closely with the management and project teams to ensure that tasks, documentation, timelines, approvals, meetings, and follow-ups are properly coordinated and updated on a regular basis.

The ideal candidate should be detail-oriented, good at communication and follow-up, and capable of coordinating with multiple internal and external stakeholders.

Key Responsibilities

Office Administration

* Coordinate day-to-day administrative activities of the office.

* Maintain and organise physical and digital company records and documents.

* Prepare reports, letters, presentations, trackers, and other documents as required by management.

* Schedule meetings, appointments, and business discussions.

* Maintain meeting records, minutes, and action points where required.

* Manage general office administration and ensure smooth day-to-day functioning.

* Maintain confidentiality of company and management information.

Project Coordination

* Coordinate and monitor the day-to-day activities of ongoing company projects.

* Act as a coordination point between management, project teams, developers, consultants, contractors, vendors, and other stakeholders.

* Maintain updated project trackers, schedules, task lists, and status reports.

* Follow up with relevant stakeholders regarding pending tasks, documents, approvals, payments, drawings, quotations, and deliverables.

* Track project milestones, deadlines, and important commitments and ensure timely follow-up.

* Provide regular updates to management regarding project progress and pending matters.

* Coordinate meetings and discussions between different parties involved in projects.

* Record decisions and action points from project meetings and follow up until completion.

* Ensure project-related documents are properly organised, updated, and easily accessible.

* Assist management in monitoring project timelines and identifying delays or pending activities.

* Coordinate with architects, engineers, legal consultants, contractors, government authorities, vendors, and other professionals as required.

* Maintain proper records of project correspondence, approvals, agreements, quotations, invoices, drawings, and other relevant documentation.

* Escalate important delays, issues, or discrepancies to management in a timely manner.

Management Support

* Assist directors and senior management with administrative and project-related requirements.

* Prepare regular daily/weekly project status updates.

* Maintain a list of pending activities and ensure timely follow-up.

* Assist in coordinating multiple projects simultaneously.

* Support management in collecting information and documents required for business decisions.

* Ensure important deadlines and commitments are not missed.

Requirements

* Bachelor’s degree in Business Administration, Commerce, Management, or a related field.

* 1–3 years of experience in administration, project coordination, office coordination, or a similar role.

* Excellent organisational and follow-up skills.

* Strong written and verbal communication skills in English.

* Proficiency in MS Excel, Word, PowerPoint, Google Workspace, and other office tools.

* Ability to maintain accurate records and documentation.

* Ability to coordinate professionally with senior management and external stakeholders.

* Strong attention to detail and ability to manage multiple responsibilities simultaneously.

* Proactive attitude with the ability to take ownership of assigned responsibilities.

Preferred Experience

Experience in any of the following industries will be an advantage:

* Real estate development

* Construction

* Infrastructure

* Property development

* Joint ventures

* Project management

* Corporate administration

Ideal Candidate

We are looking for someone who can take ownership of both administration and project coordination rather than simply perform routine office work.

The candidate should be comfortable following up with multiple people, maintaining project trackers, identifying pending activities, keeping documents updated, coordinating meetings, and providing clear and timely updates to the directors.

The ability to work independently, maintain confidentiality, and ensure that tasks are completed on time is essential.

Interested candidates can share their CV along with their current/previous experience, current salary, expected salary, and notice period.