ADMINISITRATIVE COORDINATOR

Confidential Company

Purpose & Scope

Assisting project and to improve performance and productivity with proper resource allocation and utilization.

Main Duties & Responsibilities

• Planning & Scheduling Responsibilities:

  • Develop, review, and maintain detailed project schedules (baseline, revised, and recovery programs)

  • Establish Work Breakdown Structure (WBS) and define project activities and milestones

  • Monitor project progress against the baseline schedule and identify deviations

  • Prepare and update look-ahead schedules (2-week / 4-week) for site execution teams

  • Identify and monitor critical path activities

  • Coordinate with engineering, procurement, and construction teams to align timelines

  • Track procurement status, material delivery, and long-lead items

  • Monitor subcontractor schedules and ensure compliance with approved programs

  • Conduct schedule risk analysis and propose mitigation strategies

  • Identify delays and prepare recovery/acceleration plans

  • Prepare delay analysis (EOT claims, impact analysis, window analysis, etc.)

  • Assist in preparation and evaluation of Extension of Time (EOT) claims

  • Support tendering team with preliminary schedules and manpower histograms

  • Conduct progress meetings and present schedule status to stakeholders

  • Provide early warning notices for potential delays and risks

  • Ensure proper documentation and version control of all planning data

  Cost Control Responsibilities:

  • Develop and maintain project budgets and cost breakdown structures (CBS)

  • Monitor project costs, commitments, and actual expenditures against budget

  • Prepare cost reports, forecasts, and variance analysis

  • Develop and update project cash flow forecasts

  • Track subcontractor and supplier payments in line with progress

  • Review and validate contractor/subcontractor invoices based on actual progress

  • Monitor cost impact of variations, changes, and claims

  • Assist in preparation and evaluation of variation orders and claims

  • Perform cost risk analysis and recommend mitigation measures

  • Prepare productivity analysis and resource utilization reports

  • Support procurement team with cost-related inputs and analysis

  • Establish and maintain cost control procedures and reporting systems

  • Generate cost-related KPIs and dashboards for management

  • Ensure all financial data is accurately recorded, tracked, and reported

  • Liaise with finance and commercial teams for cost reconciliation and reporting