Project Administrator

The Lead Project Administrator is responsible for managing and overseeing all project administration, document control, reporting, and coordination activities for hospital and healthcare construction projects. The role acts as a focal point between project teams, clients, consultants, contractors, and stakeholders to ensure efficient project delivery, compliance, and governance throughout the project lifecycle.

Responsibilities:

• Project administration activities across multiple hospital construction projects and other projects.
• Support Project Managers and Project Directors in project planning, execution, and reporting.
• Coordinate multidisciplinary teams including Architectural, Structural, Civil, Mechanical, Electrical, Plumbing (MEP), and BIM disciplines.
• Organize and facilitate project meetings, prepare agendas, minutes, and action trackers.
• Monitor project deliverables, key milestones, and project schedules.

Document Management & Control:

• Manage and oversee project documentation using ProjectWise and Oracle Aconex.
• Establish and maintain document control procedures and compliance requirements.
• Review document workflows, transmittals, RFIs, technical submissions, and approvals.
• Ensure proper filing, version control, archival, and document security.
• Maintain project registers, drawing logs, and correspondence records.

Client & Stakeholder Management:

• Serve as the primary administrative point of contact for clients, consultants, contractors, and internal stakeholders.
• Coordinate project communications and ensure timely responses to project requests.
• Support client meetings and progress reviews.
• Build and maintain effective working relationships across regional and global teams.

Reporting & Governance:

• Prepare executive-level weekly and monthly reports, dashboards, and project performance updates.
• Track project KPIs, deliverables, risks, and action items.
• Monitor compliance with company quality management systems and project governance requirements.
• Support audits and ensure project records are maintained accurately.

Commercial & Resource Support:

• Support resource planning, utilization tracking, and onboarding activities.
• Coordinate procurement and contract administration activities.
• Monitor project budgets, invoices, and commercial documentation.
• Assist with project close-out documentation and lessons learned.