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.