Project Administrator Cum Document Controller

Construction-related administration
• Responsible for construction project administration in budgeting and managing costs incurred in facilities, power and water consumption of construction works, and other project-related activities.
• Initially check submittals from the contractors, the local authority then deliver the submittals to Project Director (PD)/Project Manager (PM) for further review with notes.
• Assist in developing and growing relationships with local authority, subcontractors and vendors.
• Take responsibility of delivery crucial documents directly to the local authority in case of required.
• Support PD/PM to coordinate with other Fulbright departments and CBRE manager of Crescent Plaza building to manage work permit for the contractors when they require to access the operating area for preparing defects/ outstanding works.
• Prepare defects list with inputs from the construction team if required.
• Assist PD/PM to organize/ arrange/ place meetings, calls, appointment with the suppliers/ the contractors/ the authority/ the designers/ etc.
• Assist PD/ PM to choose contractors and service providers such as pet controller, photocopy services, notarization services, cleaning service, telephone, internet providers.
• Manage site-car (commuting between campus in D.9 and other locations in HCMC).
• Implement and monitor of Office and HR Procedures.
• Utilization of the Electronic Project Management Control Systems (PMCS) such as: Procore, SharePoint, and the like;
District 9 campus site office administration
• Carry out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes and presentations related to campus development project.
• Welcome visitors and direct them to relevant office/personnel in D.9 campus.
• Assist with travel plans and business trip logistics for project team and visiting consultants.
• Manage meeting rooms for the team in advance.
• Prepare Letters and Reports in English with translation into Vietnamese and vice versa.
• Prepare Attendance Sheets, Meeting Agenda and take minutes at various administrative and operational meetings as requested.
• Be responsible to record and manage log files of all construction documents including invoices, payments, quality checks, job files, vendor files, and other files.
• Responsible for electronic tracking log for receiving and transferring project-related documents and maintain the filing system (hard and soft copy) in accordance with Fulbright procedures.
• Utilization of the Electronic Project Management Control Systems (PMCS) such as: Procore, SharePoint, and the like.
• Follow up with distribution of information and documents to project parties.
• Perform bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking to ensure the compliance with Finance procedures.
• Manage and control petty cash if required.
• Purchase office supplies, equipment, and furniture for the campus development project.
• Oversee the maintenance of office facilities, and equipment at the D.9 campus site office.
• Perform other relevant duties when needed.
Other duties
• Adhere to University standards, maintain compliance with all policies and procedures.
• Contribute to team effort by welcoming new and different work requirements; explore new opportunities to enhance the services of the department; help others accomplish related job results as and where needed.