Project Administrator

Shape Your Unique CareerAt 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.Project Coordination and Communication:Provide comprehensive administrative and coordination support to assigned project teams; ensuring project tasks are completed accurately, on time, and to a high standardMaintain project documents, work instructions, trackers, reports, and correspondence as requiredUse approved software tools and templates to maintain assigned reports, dashboards, trackers, and/or spreadsheets with strong attention to data accuracy and consistencyAssist with project scheduling activities, including tracking upcoming and overdue actions, following up with team members, and supporting resolutionSupport project cost tracking, budget monitoring, expenditure recording, and forecasting activities related to cost controlInterface with accounting/finance teams to support compliance with invoicing requirements; assist with invoice preparation and facilitation of timely payment using PO systemMaintain accurate logs for project expenses and related documentation in line with governance and audit requirementsCoordinate logistical requirements for the project team, including travel arrangements (with relevant H&S considerations where applicable) and meeting/boardroom bookings and setup.Assist in the development of presentations and materials for meetings, conferences, and project reviews.Plan work schedules to balance peak and slack periods; prepare for unexpected priorities and changing requirements.Coordinate project closure activities including archiving documentation and collating client feedback.Support lessons learned documentation, sub-consultant evaluations, and project experience profiles as required.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 resultsBe proactive to suggest improvements in processes and efficient ways of workingEnsure consistency and quality by checking own work and assisting in reviewing team's work outputSuccess Measures:Accurate, compliant, and well-maintained project documentation, logs, and recordsTimely and reliable support to Project Managers and technical teamsHigh-quality reporting outputs (dashboards, trackers, and progress reports) delivered on scheduleSmooth coordination of meetings, logistics, and stakeholder communicationsPositive stakeholder feedback and demonstrated contribution to workflow and team efficiencyWhat we will love about you:Higher Diploma / Diploma or above in Business Administration, Project Management, or related disciplinesWith 3 to 5 years of relevant experience in project administration, project coordination, or secretarial/administrative supportExposure to engineering, construction, consultancy, or professional services environments is preferredFresh 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 documentationStrong organisational skills, attention to detail, and ability to manage multiple tasks and deadlinesEffective communication, coordination, and stakeholder management skillsSelf-initiative, independent, and responsible; able to work proactively with minimal supervisionGood command of English and ChinesePreferred knowledge and exposure:Project management or project controlsExperience supporting proposals/tenders and project deliverablesFamiliarity with document control systems or project management platformsWork 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.