Project Administration

About the role

This position will work closely with Project Manager, Management, Engineering/Technical Team, Finance, vendors, and clients to ensure that project documentation, coordination, manpower administration, and office operations run smoothly. The role combines project secretarial support with HR and General Affairs responsibilities.

Key responsibilities

• Provide administrative support to Project Manager and Management (CEO)

• Maintain and organize all project documentation systematically

• Prepare project correspondence, letters, reports, meeting minutes, presentations, bid tender documents and other administrative documents

• Manage incoming and outgoing project documents, including proper numbering, filing, distribution, and document tracking

• Coordinate project meetings and prepare agendas, attendance lists, and Minutes of Meeting (MoM)

• Monitor and follow up action items resulting from project meetings

• Maintain employee and project manpower administration, including attendance, timesheets, overtime, leave, and employee records

• Support recruitment requirements for project and operational personnel and coordinate interview schedules and employee onboarding

• Prepare employment contracts, assignment letters, warning letters, and other HR documents

• Coordinate office and project operational requirements, including stationery, office supplies, pantry, uniforms, ID cards, and other operational necessities

Qualification

• Minimum D3/S1 in Secretary, Business Administration, Management, Human Resources, or related field

• Minimum 2–3 years of experience as Project Secretary, Project Administrator, Document Controller, Secretary, HRGA, or similar position

• Strong knowledge of project administration and document control

• Proficient in Microsoft Word, Excel, PowerPoint, Outlook/email, and Google Workspace

• Able to prepare professional reports, correspondence, Minutes of Meeting, and project documentation

• Familiar with HR administration, BPJS, attendance, overtime, employment contracts, and payroll supporting data

• Good written and verbal communication skills

• Detail-oriented, systematic, proactive, and highly organized

• Able to handle multiple projects and priorities simultaneously

• Willing to work WFO and occasionally support project/site activities when required