Senior Project Assistant

The Senior Project Assistant provides senior-level administrative and project coordination support to project teams throughout the project lifecycle. The role is responsible for supporting project mobilisation activities, establishing site administrative processes, coordinating project documentation and reporting, and ensuring efficient day-to-day operation of project office functions.

The position serves as a key point of contact between project teams, site personnel, subcontractors, clients, and corporate support functions to facilitate successful project execution

Job Responsibilities:

Project Mobilisation & Site Setup

• Support project startup and mobilisation activities.
• Coordinate site office establishment, office equipment, access arrangements, onboarding requirements, and administrative resources.
• Establish project filing structures, trackers, contact lists, and reporting templates.

Project Administration

• Provide administrative support to Project Managers, Construction Managers, and project teams.
• Coordinate meetings, prepare agendas, and maintain meeting minutes and action logs.
• Monitor project correspondence and administrative activities.

Document Management & Reporting

• Maintain project records and ensure documents are properly filed and accessible.
• Coordinate with Document Controllers to ensure smooth document flow.
• Prepare weekly and monthly project reports, dashboards, and administrative updates.

Project Coordination

• Coordinate project activities between site teams, subcontractors, vendors, and corporate functions.
• Track project action items, manpower records, onboarding status, and site access requirements.
• Support project audits, inspections, and reviews.

General Site Administration

• Support visitor management, logistics coordination, office supplies management, and general site office operations.
• Assist with QA/QC documentation and project close-out documentation activities.

Job Requirements

• Diploma in Business Administration, Project Administration, Office Management, Construction Management, or related discipline.
• Minimum 8 years of experience in project administration, project coordination, or site administration within construction, EPC, engineering, semiconductor, pharmaceutical, or industrial project environments.
• Experience supporting project mobilisation and site office setup activities.
• Experience supporting large multi-disciplinary project teams.
• Strong organisational and coordination skills.
• Experience working in site-based project environments.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams).
• Experience with SAP, SharePoint, Concur, and document management systems is advantageous.
• Ability to work independently and manage multiple priorities in a fast-paced project environment.