Project Administrator

PURPOSE To provide administrative, coordination, reporting, and project support services to the Business Development Department, ensuring the efficient execution of business development initiatives, proposals, studies, projects, and strategic growth activities across the business. The role will serve as a central coordination point for departmental activities, supporting project managers and business development personnel with planning, reporting, document control, stakeholder engagement, and governance requirements. RESPONSIBILITIES Project Coordination and Administration Maintain project action registers, schedules, and trackers. Coordinate meetings, workshops, and stakeholder engagements. Track project deliverables, milestones, and deadlines. Assist with project planning and reporting activities. Follow up on action items and support close-out of outstanding tasks. Interpret plans and construction materials to propose quantity estimates, double-check BOQs and determine and compile physical construction progress reports. Identify and resolve deviations from the proposal, including scope and specifications. Oversee work progress, complete logs, and update supervisors about challenges. Write up technical reports, subcontracts, purchase orders, project updates, and proposals. Manage departmental filing systems and document repositories. Maintain proposal, tender, and opportunity records. Prepare reports, presentations, and dashboards. Compile meeting packs, agendas, and minutes. Ensure version control and document governance requirements are met. Compliance and Business development support Review project documents and establish pricing for all the projects in a specific geographic area. Responsible for reviewing project specifications and working in close collaboration with the project manager when performing their duties. Assist the project manager with the plan of construction, solicits and obtains bids from subcontractors Help the contractor in winning bids so that the work can be increased. Reviewing the data and documents like analysis reports, purchase orders and subcontracts. Responsible of making a database for all the documents that are to be maintained in order to help in the smooth working of the contractor. Prepare updates and project estimates. Arrange collection of tender documents BOQ on Excel (CCS & WinQS if possible) Assist with updating of prices/worksheets in Excel or CCS if required. Tender Success Analysis (Year to date Programme) Preparing quality tender submissions/Presentations by deadline. Tender Expressions of Interest Tender Brag sheets / Project Sheets Compilation of Risk Documents Compilation of SHEQ packs for tender submissions, including STATS Vendor Registrations Keeping track of the Project Pipeline Assist with preparation and submission of proposals and tender documentation. Support market research and business intelligence activities. Maintain opportunity pipelines and customer databases. Coordinate inputs from technical and commercial teams.