Position Overview
Project Administration Officer is responsible for verifying the completeness of contractor billing documents, uploading supporting documents into the finance system, monitoring invoice processing, preparing Purchase Requisitions (PRs), maintaining project handover documentation (BAST), and preparing meeting minutes. The role contributes to efficient project administration, document control, and timely payment processing throughout the project lifecycle.
This position is offered under a Daily Worker employment arrangement for an initial period of three months.
Key Outcomes
- Accurate Contractor Payment Administration
- Timely Invoice Processing
- Efficient Purchase Requisition Administration
- Effective Project Document Control
- Complete BAST Documentation
- Accurate Meeting Documentation
- Cross-functional Coordination
- Compliance with Company Procedures
Primary Duties and Responsibilities
- Review contractor payment submissions to ensure all required supporting documents are complete, accurate, and comply with company requirements prior to finance processing.
- Upload contractor invoices and supporting documents into the Finance Information System accurately and within the required timelines.
- Monitor the status of contractor invoices and coordinate with the Finance Department to facilitate timely payment processing and resolve documentation issues.
- Prepare and process Purchase Requisitions (PRs) in accordance with company procurement policies and project requirements.
- Maintain an up-to-date register of Purchase Requisitions and monitor their progress until completion.
- Compile, organize, and maintain the BAST (Berita Acara Serah Terima) documentation register for all contractors, ensuring documents are complete, properly filed, and readily retrievable.
- Maintain project document control by organizing administrative records, correspondence, contracts, invoices, approvals, and other project-related documentation.
- Prepare accurate and timely Minutes of Meeting (MoM), including key discussion points, decisions, action items, and responsible persons, and distribute them to relevant stakeholders.
- Coordinate with Project, Procurement, Finance, Legal, and contractor representatives to obtain required documentation and resolve administrative matters.
- Monitor the completeness and status of project documentation and proactively follow up on outstanding documents required for payment or project milestones.
- Support project reporting by maintaining administrative trackers, payment status reports, document registers, and other project records.
- Ensure all project administration activities comply with company policies, document control procedures, and project governance requirements.
Selection Criteria
Essential
- Bachelor's Technical Engineer, fresh graduate are welcome
- Advance level of Excel
- Ability to prepare reports, trackers, and document registers.
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
