Project Administrator (Automation Company)

1. Position Overview
The Project Administrator supports execution of automation and instrumentation projects by coordinating documentation, schedules, procurement tracking, and communication between engineering, vendors, and clients. The role ensures compliance with project procedures, contract requirements, and quality standards.
2. Key Responsibilities
Project Coordination
Maintain project schedules, milestones, and progress tracking (engineering, procurement, FAT, delivery, commissioning).
Coordinate internal teams: engineering, procurement, QA/QC, and service.
Track action items, risks, and issues; follow up for closure.
Documentation Control
Manage project documentation in accordance with QA/QC procedures.
Maintain document registers (drawings, datasheets, ITP, manuals, certificates).
Control revision status and ensure proper distribution to stakeholders.
Support preparation of final documentation dossiers (MRB, as-built, O&M manuals).
Procurement & Logistics Support
Track purchase orders, delivery schedules, and vendor documentation.
Coordinate with suppliers for technical submittals, approvals, and shipment status.
Support logistics documentation (packing list, CO, invoice, shipping documents).
Contract & Commercial Support
Assist in reviewing contract requirements and compliance (technical and commercial).
Track payment milestones, invoicing status, and project cash flow.
Support preparation of variation orders and claims documentation if required.
Client & Vendor Communication
Act as focal point for administrative communication with clients and vendors.
Arrange meetings, prepare MOM (Minutes of Meeting), and track follow-ups.
Quality & Compliance
Ensure adherence to project procedures, ISO standards, and client specifications.
Support audits, inspections, and FAT documentation preparation.
3. Key Interfaces
Internal: Engineering, Sales, Procurement, QA/QC, Service Team
External: Clients, EPC contractors, Vendors, Third-party inspectors