Project Administrator

About the RoleWe are seeking a proactive Project Administrator to support our operations (on-site) across project delivery, sales, marketing, and property management for build-to-sell residential/commercial projects.
In this role, you will work closely with the Head of Department (HOD) and project teams to keep projects on schedule, streamline invoice processing, manage buyer defect rectifications, and keep daily administration running seamlessly.
Key ResponsibilitiesProject & Operational SupportAssist the Head of Department (HOD) with planning, coordinating, and monitoring development projects to ensure timely delivery and alignment with technical standards.Organize meetings across project delivery, sales, and marketing; record accurate meeting minutes and track follow-up action items.Assist in managing project inventory, including leased residential units.Strictly adhere to all Quality, Safety, Health, and Environment standards across all project activities.
Financial & Invoice AdministrationReceive, process, and track monthly invoices from project, sales, and marketing consultants against approved project budgets.Liaise with suppliers, internal finance teams, and consultants to resolve payment disputes, billing discrepancies, and supplier onboarding issues.Oversee and reconcile petty cash funds and process personal advance claims (e.g., appliance purchases).
Buyer Relations & Defect ManagementServe as a primary contact for buyer defects, handling pre-quote inspections, obtaining quotations, coordinating site works, and maintaining communication with buyers through completion.
Executive Assistance & ReportingAssist HODs in preparing high-quality reports, board papers, and presentation decks for executive approval.Manage travel approvals (TAFs, EMPs, PRFs) and organize high-level visits for senior management.
Digital & AI InnovationActively utilize AI tools and digital solutions to automate repetitive tasks, improve daily administrative workflows, and participate in ongoing tech upskilling initiatives.
What We Are Looking ForExperience: 2–4+ years of administrative or operations experience within Property Management, Real Estate Development, or Construction (apartment/build-to-sell experience preferred).Strong understanding of invoice processing, budget tracking, and basic financial admin routines.Excellent communication skills with experience handling client/buyer relations and defect resolution politely and effectively.Proficiency in modern office tools (MS Office/Google Suite, presentation tools) and a proactive approach to learning and applying AI automation tools to streamline daily tasks.Exceptional time management, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.