Project Admin Coordinator

Key Job Responsibilities:

• Maintain daily employee timekeeping records, including attendance, working hours, overtime, absence, leave and project/site assignment.

• Collect, verify and consolidate timesheets from projects, workshops and site activities; follow up missing, late or incomplete records with the responsible supervisors.

• Ensure employee working hours and approved overtime are correctly allocated to the relevant project, work order, activity or cost reference.

• Prepare periodic attendance, overtime and manpower reports and submit approved records to Corporate HR/Payroll in line with established cut-off dates.

• Collect and organize billing and invoice supporting documents, including approved timesheets, progress records, delivery documents, service reports and client acknowledgements.

• Maintain the project billing tracker covering completed work, pending documents, SES/client approval status, invoice readiness, submitted invoices and outstanding actions.

• Prepare invoice supporting packages and check document completeness and consistency before submission to Corporate Finance or the responsible invoicing function.

• Follow up SES, signed timesheets, client approvals, delivery acknowledgements and other documents required to complete project invoicing.

• Reconcile billing information against project records, approved progress and supporting documents, and highlight discrepancies to the Project Manager for resolution.

• Maintain organized and traceable electronic and physical records for timesheets, attendance, billing support, SES records, invoices and related correspondence.

• Prepare weekly and monthly project administration reports and support management reviews, audits, reconciliations and document requests as required.

Competencies:

• Accuracy and attention to detail.

• Planning, organization and disciplined follow-up.

• Numerical and data accuracy.

• Document and record control.

• Communication and cross-functional coordination.

• Integrity, confidentiality and accountability.

• Ability to work to payroll, billing and reporting deadlines.

Professional Skills:

• Good Microsoft Excel skills for data consolidation, formulas, lookups, filtering, reconciliation and preparation of manpower and billing reports.

• Good Microsoft Word and Outlook skills for reports, correspondence, email follow-up and document organization.

• Good written and verbal English communication skills; ability to use ERP/business systems, with Microsoft Dynamics exposure preferred.

Experience:

• 3–5 years of total professional experience.

• At least 1 year of experience in timekeeping, billing/invoicing, project administration, payroll support or a related coordination role.

• Experience in an industrial, fabrication, maintenance or project-based environment is preferred.

Qualifications:

• Diploma in Accounting, Business Administration, Finance, Office Administration or a related discipline.

• Equivalent diploma with relevant practical experience in project administration, billing or timekeeping may be considered.