Project Admin Coordinator (9-10months Contract) - #1117800

Duties and responsibilities :

• Maintain and organize all project documentation, including contracts, drawings, reports, meeting minutes, and shipping documents. Ensure proper filing and archival both physically and digitally.

• Coordinate and schedule meetings, including sending invites, preparing agendas, and taking minutes.

• Handle general administrative duties such as data entry, photocopying, printing, and arranging logistics. Monitor and manage office and project-related supplies and equipment.

• Support logistics coordination, including liaising with forwarders and movers for material delivery and relocation. Arrange storage space and support planning for material move-in activities.

• Assist with financial processes including invoice handling, payment tracking, petty cash management, staff expense claims, and budget-related records. Prepare and submit purchase requests and vendor progress claims, with proper documentation and entry into the FACT accounting system.

• Coordinate and facilitate guest visits, including hotel and restaurant bookings, and arranging appointments with clients and contractors.

• Prepare and submit documentation for daily operational requirements, such as Permit to Work (PTW), Risk Assessments (RA), work permits, Safety Induction Cards (SIC), and staff claims.

• Maintain and update attendance records (including vendors) and staff leave schedules.

• Ensure the site office environment is kept clean, organized, and conducive to productivity.

Job Requirement :

• Proficiency in Microsoft Office is required.

• Ability to communicate in both English and Japanese (JLPT N2/N3 level) to effectively communicate with stakeholders and our headquarters.

• Perform any additional duties as assigned to support the project team and operations.