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. Show more Show less

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.

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.