Project Administrator

Job Description

With more than 14000 people around the globe, GHD is one of the world’s leading professional services companies operating in the global markets of water, energy and resources, environment, property and buildings, and transportation. Serving clients across five continents and the Pacific region, GHD people share a passion for exceeding the expectations of our clients and contributing to their success.

Role Summary :

We are looking for a detail-oriented Project Administrator to support the successful delivery of projects by managing administrative tasks, coordinating project activities, and ensuring effective communication among stakeholders. The ideal candidate will have strong organizational skills, a proactive mindset, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Assist in the preparation and maintenance of project documentation, reports, and schedules.
• Coordinate meetings, prepare agendas, and document minutes and action items.
• Track project progress and update status reports for internal and external stakeholders.
• Support budget tracking, procurement processes, and invoice management.
• Maintain project files and ensure compliance with company standards and procedures.
• Liaise with team members, clients, to facilitate smooth project execution.
• Monitor deadlines and follow up on outstanding tasks and deliverables.
• Document Preparation: Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.
• Cost Accounting: Evaluate costs and identify variances or opportunities to improve profitability for more senior colleagues.
• Cost Calculation and Analysis: Prepare and analyze accurate costings for construction, maintenance, or improvement works. Will include calculations covering materials, quantities, and labor time.
• Cost Price Calculation: Work independently to collate and analyze cost price and/or project data using data modeling tools and algorithms to calculate cost process and project estimates.
• Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
• Operational Compliance: Develop knowledge and understanding of the organizations policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
• Cost Reduction: Contribute to reviewing costs, generate ideas for cost reduction, and contribute to the implementation of cost saving initiatives.
• Project Reporting and Review: Contribute to project and program reporting and review by organizing meetings and by preparing project and/or program papers (e.g., agendas, reports, and presentations).
  
  

• Bachelor’s degree in Business Administration, Project Management, or related field.
• 2–4 years of experience in project administration or coordination.
• Proficiency in MS Office Suite and project management tools (e.g., MS Project, Smartsheet, or Primavera).
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Attention to detail and ability to work independently.