Admin Consultant (Project Coordinator)

Position Objectives

• Lead and oversee project controls to ensure effective planning, monitoring, cost management, and governance across strategic programs.
• Establish robust controls for schedules, budgets, contracts, risks, changes, and project performance.
• Provide accurate project controls reporting and performance analysis to support executive decision-making.
• Ensure projects are delivered in compliance with contractual obligations, organizational governance, and approved baselines.

Job Description & Key Responsibilities

• Provide administrative and coordination support to the PMO and project leadership across multiple workstreams.
• Coordinate project meetings, workshops, governance sessions, and executive reviews, including scheduling, logistics, and meeting invitations.
• Prepare meeting agendas, record Minutes of Meeting (MoM), and maintain action logs to ensure timely follow-up and closure.
• Maintain project calendars, governance schedules, and milestone trackers.
• Coordinate document preparation, review, circulation, version control, and filing in accordance with organizational document management standards.
• Maintain stakeholder contact lists, distribution groups, and communication records.
• Track project actions, deliverables, approvals, and pending decisions, ensuring timely follow-up with responsible stakeholders.
• Support the preparation of project reports, presentations, dashboards, and governance documentation.
• Assist with onboarding of project team members, access requests, meeting arrangements, and other administrative activities.
• Ensure project documentation is complete, organized, and readily available for audits, governance reviews, and management reporting.
• Support procurement, vendor coordination, travel arrangements, and other project administration activities where required.
• Perform additional administrative and coordination duties to support successful project delivery.

Qualifications & Experience

• Bachelor's degree or Diploma in Business Administration, Project Management, Office Administration, Information Technology, or a related discipline.
• Minimum 5–8 years of experience in project coordination, PMO support, executive administration, or office management within large-scale enterprise, infrastructure, or government projects.
• Experience supporting senior management, project managers, and cross-functional teams in fast-paced environments.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, SharePoint, and document management systems.
• Familiarity with project management tools such as Microsoft Project, Jira, Confluence, or similar collaboration platforms is an advantage.
• Excellent written and verbal communication skills, including preparation of professional meeting minutes and project documentation.
• Strong attention to detail, problem-solving ability, and stakeholder coordination skills.
• Ability to handle confidential information with professionalism and discretion.

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