Project Administrator

JOB REQUISITES

Role Summary

WSP India is currently seeking Project Administrator for our Australia Mining infrastructure Projects

(Materials Handling Infrastructure). This position will be a support to the project manager & responsible in project administrator.

A Team player and willing to work collaboratively with a motivated and highly successful team in

Australia.

Responsibilities

• Proven experience in managing high-volume administrative tasks efficiently.
• Provide administrative support across various business functions.
• Strong administrative and organizational skills with attention to detail.
• Handle high-volume administrative tasks such as database management and compliance tracking.
• Experience in high level administrative support to Project Team and senior members of staff as required Document management and formatting, effective record keeping and coordination of project reporting Compiling reports, presentations and another project documentation as required
• Scheduling and organising external and internal meetings, document and disseminate detailed meeting minutes Mobilisation assistance including arranging inductions, flights, training, medicals and accommodation.
• Support Project administrative with tasks such as quoting, data entry, invoicing, and purchase order management, preparing reports and managing information requests.
• Prepare and send client documentation and notifications for completed jobs.
• Respond promptly to client queries and requests.
• Maintain accurate project registers, spreadsheets, and documentation.
• Organize and file project documents to ensure easy access and compliance.
• Manage training and competency records effectively.
• Oversee personnel site requirements, including inductions, travel arrangements, training, medicals, and client documentation.
• Ensure accurate and timely client invoicing and manage aged receivables.
• Resolve invoicing discrepancies and queries efficiently.
• Regularly review project query reports to ensure accurate tracking and progress.
• Assist in generating monthly reports and supporting team compliance initiatives.
• Support supervisors, engineers, and the project team with procurement and administrative needs.
• Attend project meetings and provide administrative updates as required.
• Continuously improve project administration processes.
• Manage rosters, including accurate data entry and record verification.
• Collect, collate, and maintain timesheet data.
• Provide office support, including filing, diary management, and data entry.
• Maintain systems and procedures for contractual and compliance requirements.
• This role requires a proactive individual with excellent organizational skills and the ability to manage multiple tasks efficiently in a dynamic environment.
• Perform ad-hoc tasks as assigned by the Administration Lead/Project managers.

Key Competencies/Skills

• Experience with MS office softwares is a must.

Mandatory Skills

• 8-12 years Experience with project administrator in oil & gas, Power, Mat. Handling/Mining processing industry experience.
• Strong negotiation and communication skills.
• Proficiency in ERP systems related to procurement.
• Analytical mindset for cost modeling and spend analysis.
• Excellent organizational and reporting abilities.
• Proven ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills in English and effective interpersonal skills.

Desired Skills

• 8-12 years Valuable experience in project administrator is considered as asset
• Understanding management of changes implications
• Must be time flexible and able to prioritize and handle multiple tasks simultaneously.
• Attention to detail is critical
• Familiarity with other analytics tools such as Power Point, Excel, Power BI & equivalent dashboards.
• Previous experience in an EPCM environment in the O & G, Power, Mat. Handling/Mining processing industry is an asset.
• Must be Flexible to attend meetings outside office hours or early in the morning to align with Australian time.

Qualifications

• Must have minimum 8-12 years of experience post-graduation, preferably relating to a large-scale professional services work environment.
• Degree holder with Arts/commerce/Science /master’s degree or diploma or certificate in office administration or other applicable area would be an asset.
• Work experience on AU/NZ projects would be advantageous.