Project Admin Coordinator

Maintain daily employee timekeeping records including attendance, working hours, overtime, absence, leave, and project or site assignments. Collect, verify, and consolidate timesheets from projects, workshops, and site activities. Ensure working hours and approved overtime are correctly allocated to relevant projects, work orders, activities, or cost references. Prepare periodic attendance, overtime, and manpower reports and submit approved records to Corporate HR and Payroll.

Collect and organize billing and invoice supporting documents, including approved timesheets, progress records, delivery documents, service reports, and client acknowledgements. Maintain project billing trackers covering completed work, pending documents, SES and client approval status, invoice readiness, and submitted invoices. Prepare invoice supporting packages and check document completeness before submission to Corporate Finance. Reconcile billing information against project records and highlight discrepancies to the Project Manager.

Maintain organized electronic and physical records.

Accuracy, attention to detail, planning, organization, disciplined follow-up, numerical and data accuracy, document and record control, cross-functional communication, and accountability.

Good Microsoft Excel skills for data consolidation, formulas, lookups, filtering, reconciliation, and reporting. Good Microsoft Word and Outlook skills. Good written and verbal English communication; ability to use ERP and business systems, with Microsoft Dynamics exposure preferred.

3 to 5 years of total professional experience with at least 1 year in timekeeping, billing, invoicing, project administration, or payroll support, preferably in an industrial, fabrication, maintenance, or project-based environment.

Diploma in Accounting, Business Administration, Finance, Office Administration, or a related discipline.