Project Coordinator (Administration) | 6-Month Contract

I. Job Overview

To provide administrative coordination, project documentation control, progress tracking, and reporting support to the Project Manager throughout the Palazzo Club Renovation Project. Ensure effective communication and timely follow-up among contractors, consultants, and internal departments to support project execution and completion.

II. Key Responsibilities

1. Project Documentation Control

• Maintain and update project document registers, including drawings, technical submissions, shop drawings, method statements, RFIs, inspection records, and approval documents.
• Track document submissions, reviews, approvals, and revisions to ensure all records are up to date.
• Maintain an organized filing system for project correspondence, instructions, reports, and technical documents.
• Ensure the latest approved documents are properly recorded and distributed to relevant stakeholders.

2. Project Coordination & Communication

• Coordinate project-related communications between the Project Manager, contractors, consultants, suppliers, and internal hotel departments.
• Arrange project meetings, site coordination meetings, inspections, and other project-related activities.
• Prepare meeting agendas, record Minutes of Meeting (MOM), and distribute them to relevant stakeholders.
• Maintain an action tracker and follow up on outstanding tasks, pending approvals, and deliverables.

3. Progress Monitoring & Reporting

• Collect and consolidate daily and weekly progress updates from contractors and relevant project team members.
• Update project schedules, progress trackers, pending work lists, and key milestone records.
• Prepare weekly progress reports and assist in preparing monthly management reports.
• Monitor pending materials, design submissions, technical clarifications, mock-ups, and variation orders.

4. Project Administration & Site Support

• Assist in coordinating site access, work permits, contractor manpower records, and work schedules.
• Support arrangements for material inspections, mock-up reviews, site inspections, and phased handover activities.
• Maintain records of site instructions, RFIs, inspection requests, technical clarifications, and defect lists.
• Assist in tracking payment documents, variation orders, and other project-related administrative submissions.
• Coordinate with hotel departments to facilitate renovation activities while minimizing disruption to daily operations.

5. Handover & Project Close-Out

• Assist in preparing phased handover checklists and tracking outstanding works.
• Coordinate the collection of testing and commissioning records, as-built drawings, O&M manuals, warranties, and other handover documents.
• Ensure project documentation is properly organized and maintained for final handover.
• Support the handover of complete project records to the MF Department upon completion of the assignment.

2. Private Healthcare Insurance

3. Bonus and gifts for holidays, birthdays, weddings, and more

4. 13th-month salary

5. Annual company performance bonuses

6. Exciting outing trip, year-end party,…..

7. Annual Health Check

8. Other benefits (free parking; meals; uniform; laundry...)

1. Diploma or Bachelor's degree in Business Administration, Project Management, Construction Management, Engineering Administration, or a related field.

2. Minimum 2 years of experience in project coordination, project administration, or construction documentation.

3. Experience in hotel renovation, interior fit-out, or MEP projects is preferred.

4. Good written and spoken English.

5. Proficient in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.

6. Familiarity with project schedules, document registers, meeting minutes, shop drawings, method statements, material submissions, and approval processes.

7. Strong organizational, communication, documentation, and follow-up skills.

8. Able to coordinate multiple stakeholders and manage deadlines in a fast-paced project environment.

9. Detail-oriented, proactive, and able to maintain confidentiality.