Lead Administrator - Projects

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

• Lead project administration activities across multiple hospital construction 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.

Qualifications

• Bachelor's Degree in Business Administration, Construction Management, Engineering, Project Management, or a related discipline.
• Professional certification in Project Management is advantageous.

Experience

• Minimum 8-12 years of experience in project administration within the building construction industry.
• Minimum 5 years' experience supporting hospital, healthcare, or large-scale construction projects.
• Proven experience leading project administration and document control functions for multidisciplinary project teams.
• Experience working with international clients and consultant teams is preferred.

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong hands-on experience with ProjectWise and Oracle Aconex.
• Experience with BIM project environments and document management processes.
• Knowledge of project reporting, KPI management, and data analysis.

Key Competencies

• Leadership and team management.
• Strong stakeholder engagement skills.
• Excellent organizational and coordination abilities.
• Effective communication and interpersonal skills.
• High attention to detail and quality.
• Ability to manage multiple projects and competing priorities.
• Strong problem-solving and decision-making capabilities.