Project Coordinator / Administrator

Hypermedia

Key Responsibilities

• Maintain project documentation, including submittals, permits, drawings, and correspondences.
• Track project schedules, follow up on deliverables, and prepare progress reports.
• Coordinate with procurement for material requests, delivery schedules, and vendor documentation.
• Prepare and manage RFPs, RFQs, and comparison sheets to support project sourcing.
• Liaise with authorities and internal departments for approval submissions and follow-ups.
• Organize and record site visits, minutes of meetings, and coordination meetings.
• Support project budgeting and invoicing processes by compiling quotations and supporting documents.
• Maintain structured filing systems (digital and physical) for all projects.
• Assist in onboarding contractors or suppliers and ensure compliance with company requirements.
• Provide day-to-day administrative and operational support to the Engineering team.

Required Technical Skills

• Bachelor s degree or diploma in Business Administration, Engineering, or a related field (Required).
• 2 5 years of experience in project coordination within construction, signage, or advertising environments.
• Proficient in Microsoft Office (Excel, PowerPoint, Word); knowledge of project tracking tools (e.g., MS Project, Asana) is a plus.

Essential Soft Skills

• Time management: Ability to prioritize tasks and meet deadlines for report delivery.
• Communication: Clear and effective communication with team members, management, and clients.
• Attention to detail: Ensuring accuracy in reports and information provided to stakeholders.
• Problem-solving: Identifying issues and finding solutions, particularly in analyzing revenue and cost data.
• Collaboration: Working closely with cross-functional teams, such as the tech team, to align on cost-related matters.
• Adaptability: Being flexible to changes in requirements or priorities.
• Client relationship management: Building rapport with clients and understanding their information needs.
• Analytical skills: Ability to analyze data and derive meaningful insights to improve reporting and decision-making processes.