Project Delivery Administrator

We are seeking a highly organised, proactive and detail-oriented Project Delivery Administrator to act as the operational backbone of the clients growing agency. This role plays a critical part in maintaining delivery stability across all live projects.

You will provide the structure, coordination and reporting oversight that enables the Media & Marketing Lead to focus on strategic direction, while ensuring deadlines are met, risks are surfaced early and clients receive a seamless, professional experience.

This is an opportunity for someone who thrives in a fast-paced, entrepreneurial environment and takes pride in bringing clarity, discipline and momentum to a growing team.

What Success Looks Like

Within 3 Months

• Fully embedded in the project management system, with all live projects accurately tracked and consistently maintained


• Established a reliable weekly reporting cadence, delivering structured operational reports by COB each Friday without fail


• Built strong working relationships across the team and developed trust with key stakeholders


• Demonstrated sound judgement in identifying risks and escalating appropriately


• Implemented clear and dependable processes for meeting coordination and follow-up

Within 6 Months

• Proactively identifying and implementing process improvements that enhance delivery stability


• Producing insightful weekly reporting that highlights trends, risks and practical mitigation actions


• Confidently managing client communications within agreed parameters


• Acting as a trusted operational partner to the Media & Marketing Lead


• Increasing overall visibility, accountability and coordination across projects

Project Coordination & Delivery

• Maintain and manage project workflows within Asana (or equivalent project management platforms), ensuring tasks, deadlines and ownership are clearly defined and consistently updated


• Monitor delivery timelines and proactively follow up with team members on upcoming or overdue actions


• Identify delivery risks, capacity constraints or bottlenecks early and escalate appropriately


• Support delivery governance by ensuring accountability and visibility across all active projects


• Produce clear, structured project status updates for internal oversight

Weekly Operational Reporting

• Own the preparation and consolidation of structured weekly operational reports for the Media & Marketing Lead


• Provide clear visibility on delivery status, risk indicators, workload capacity, priority shifts and mitigation actions


• Ensure reporting is accurate, data-led and presentation-ready


• Gather inputs from relevant team members in advance of deadlines to ensure completeness


• Circulate the completed weekly report by close of business every Friday to enable leadership review and forward planning

Meeting & Calendar Management

• Coordinate internal and client-facing meetings, ensuring efficient scheduling and preparation


• Prepare structured agendas where required


• Take comprehensive meeting minutes and circulate clear action points with assigned owners and deadlines


• Maintain oversight of team calendars to avoid scheduling conflicts


• Liaise with third-party vendors or partners to coordinate scheduling and logistics

Client Support & Communications

• Draft and manage professional client correspondence


• Support the preparation of client presentations, proposals and performance reports


• Maintain accurate and up-to-date client documentation


• Monitor shared communication channels and escalate urgent matters appropriately


• Help ensure a consistently high standard of client delivery and relationship management

Systems, Process & Organisation

• Organise and maintain digital filing systems for contracts, assets and project documentation


• Ensure documentation is structured, current and accessible


• Identify opportunities to improve workflows and increase operational efficiency


• Contribute to building scalable systems that support agency growth

• Minimum 2 years of proven experience as a Project Manager or in other leadership and administrative roles with a focus on team support.


• Experience working in a digital creative agency environment


• Strong organisational skills with the ability to prioritize tasks effectively in a dynamic environment.


• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.


• Proficient in Project Management tools and procedures (Asana, Trello, ClickUp, Notion, etc.)


• Familiarity in Slack


• Excellent typing skills with attention to detail for data entry and documentation tasks.


• Strong communication skills with professional phone etiquette and interpersonal abilities.


• Experience with calendar management is essential.


• Ability to work independently while being a team player who contributes positively to office culture.


• Previous experience in event planning or project coordination is a highly preferred.


• Bonus: Relevant Project Management certification such as Lean Six Sigma and PMP


• Reliable internet and quiet workspace.


• Schedule: Monday to Friday


• Shift: Monday - Friday 5:00 PM – 1:00 AM PHT


• Type: Full-time, Independent Contractor, remote (this must be your only job). No other employment or freelance projects.

• Fully remote


• Monthly payout


• Work from anywhere


• Creative and collaborative work culture


• Exposure to high-impact roles within a growing marketing team


• Work with purpose-driven organisations