Project Manager Assistant

Key Responsibilities

Project Coordination & Administration

• Assist Project Managers in daily project management activities.
• Prepare project documentation, reports, schedules, and correspondence.
• Monitor project timelines and track project progress.
• Maintain accurate project records, drawings, and documentation.
• Coordinate project meetings and prepare meeting minutes.

Procurement & Supplier Coordination

• Source and coordinate with lighting suppliers and vendors.
• Prepare purchase requisitions and purchase orders.
• Monitor delivery schedules to ensure materials arrive on time.
• Follow up on supplier quotations, lead times, and product availability.

Client & Site Coordination

• Liaise with clients, consultants, contractors, and subcontractors.
• Coordinate site visits, installation schedules, and project requirements.
• Assist in resolving project issues and site-related matters.
• Ensure project information is communicated effectively to all stakeholders.

Documentation & Reporting

• Prepare project progress reports and updates.
• Track variation orders, project claims, and project costs.
• Assist with submission of shop drawings, technical specifications, and material approvals.
• Maintain filing systems for project documents and contracts.

Financial & Contract Support

• Assist in project budgeting and cost tracking.
• Support preparation of invoices and payment claims.
• Monitor project expenditures against approved budgets.
• Maintain records of project variations and contractual documentation.

Job Requirements

Education

• Diploma or Bachelor's Degree in Engineering, Project Management, Interior Design, Construction Management, Architecture, or a related field.

Experience

• 1-3 years of experience in project coordination, project administration, construction, M&E, interior fit-out, or lighting industry preferred.
• Fresh graduates with relevant internship experience may be considered.

Technical Skills

• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Experience with project scheduling and project tracking tools is advantageous.
• Ability to read technical drawings, lighting layouts, and project specifications is an added advantage.
• Experience with AutoCAD is preferred.

Soft Skills

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Detail-oriented with strong problem-solving capabilities.
• Ability to work independently and as part of a team.
• Strong time management and ability to meet deadlines.

Preferred Qualifications

• Experience in the lighting, electrical, construction, or building services industry.
• Knowledge of project management processes and documentation.
• Familiarity with procurement and logistics coordination.
• Understanding of basic contract administration and cost control.

Working Environment

• Office-based with occasional site visits.
• Interaction with clients, suppliers, consultants, and installation teams.
• Fast-paced environment requiring strong coordination and follow-up skills.

Reporting To: Project Manager / Project Director