Project Administration Assistant

• Project Documentation Administration
  • Verify that supporting project documentation is complete and accurately filed.
  • Check that approved project scope, quotations, cost plans, WBS/cost centre allocations, Purchase Order (PO) requests, and On Key work orders are aligned.
  • Maintain organised, accurate, and audit-ready project documentation.
  • Manage and maintain project SharePoint folders and filing structures.
  • Ensure all project records are stored in accordance with company standards.
• Procurement and Workflow Tracking
  • Track Requests for Quotation (RFQs), quotations, PO requests, approvals, and work orders through the applicable process stages.
  • Monitor workflow progress and maintain visibility of outstanding items.
  • Follow up with stakeholders to obtain routine approvals and required supporting information.
  • Escalate overdue actions and approval delays to the appropriate Project Manager.
• Project Information Coordination
  • Reconcile information between Planning, Cost Centre, Supply Chain, and On Key systems.
  • Identify and flag discrepancies, inconsistencies, or missing information for Project Manager review.
  • Assist with maintaining project expenditure and commitment records.
  • Support project close-out activities by tracking required documentation and approvals.
• Reporting and Tracking
  • Maintain project, expenditure, purchase order, work order, and project close-out trackers.
  • Prepare routine status reports and exception reports highlighting outstanding actions and risks.
  • Provide accurate and timely updates to Project Managers and stakeholders.
  • Assist with data collection and report preparation as required.
• Project Close-Out Administration
  • Track contractor submissions, invoices, completion certificates, and close-out documentation.
  • Monitor delivery dates and project completion milestones.
  • Maintain records of asset information and sign-off documentation.

Support the project close-out process by ensuring all required documentation is obtained and filed.