Project Administrative Engineer

Position Title: Project Administrative Engineer Department: Construction Operations

Report: Project Manager

1. Project Documentation and Reporting EMPLOYEE

• Maintain, organize, and update project documentation, including contracts, permits, correspondences, plans, and progress reports.

• Prepare and consolidate daily, weekly, and monthly accomplishment and monitoring reports.

• Ensure proper archiving of records and adherence to document control protocols.

• Assist the Project Manager in tracking project milestone preparing work status summaries, and monitoring actual vs target progress.

2. Procurement Management

• Coordinate with Project Manager in preparing accurate and timely material requisitions and purchase requests.

• Monitor procurement schedules, validate deliveries, and ensure conformance to project requirements.

• Maintain procurement and delivery logs, flagging potential delays or shortages to the Project Manager and Area Manager.

• Liaise with vendors and the Procurement Department for urgent or priority material needs.

3. Vendor Coordination and Billing Evaluation

• Assist in the review and evaluation of vendor proposals, delivery documents, and billing submissions.

• Coordinate with the Project Manager and technical team for validation of work accomplishments and quantities.

• Ensure billings are accurate, complete with supporting documents, and submitted on time to Accounting.

• Track status of billings, change orders, and vendor correspondence for audit and management reference.

4. Manpower and Timekeeping Coordination

• Monitor daily manpower deployment and prepare site attendance or DTR summaries.

• Coordinate with HR for onboarding, offboarding, and documentation of site personnel.

• Ensure completeness of mandatory compliance documents (IDs, medicals, certifications) and safety orientations.

• Support the Project Manager in planning manpower resources in accordance with work schedules.

5. Administrative and Project Support

• Provide administrative support to the Project Manager and technical team including meeting coordination, drafting letters, and data compilation.

• Assist in preparing project presentations, visual progress trackers, and compliance documents.

• Maintain logs of deliverables, correspondence, permits, and unresolved issues for project follow-through. • Act as a central coordination point for internal departments (Procurement, HR, Accounting) and external contacts to support the Project Manager.

6. Licensing, Permits, and Regulatory Compliance

• Identify required project permits and ensure timely application, renewal, and release.

• Coordinate with local and national agencies (LGUs, DPWH, DENR, PPA etc.) for permit processing and inspections.

• Maintain updated records of issued permits and other compliance documents.

• Support the Project Manager in ensuring that all legal and regulatory requirements are met to prevent work stoppages or penalties.

7. Project Management Assistance

• Assist the Project Manager in updating work schedules, tracking actual accomplishments vs targets, and maintaining key performance indicators.

• Support in monitoring critical paths, dependencies, and delivery timelines based on the project work plan.

• Participate in internal project review meetings, take minutes, and follow up on assigned action items.

• Help prepare project status updates and highlight delays, pending issues, and resource gaps for management attention.

8. Quality Control Management

• Ensure timely submission and approval of materials before procurement or execution

• Schedule and supervise all required tests (aggregates, concrete, rsb, etc.)

• Preparation of final quality control report and turnover packages. Stakeholder Management

• Maintains clear and regular communication with internal departments, consultants, and contractors.

• Provides status updates to the Project Manager and responds to project-related queries.

• Participates in coordination meetings and site inspections with clients and stakeholders.

• Supports the Project Manager in managing expectations and addressing concerns from various parties.

• Builds and maintains good working relationships across all project teams

Required: Licensed Civil Engineer

Skills / Competencies:

1. Minimum of 5 years collective project construction or admin Engineering experience.

2. Minimum 3 years in Project Cost Monitoring and similar engineering support role.

3. Experience in Ports and Offshore construction

4. Experience in Procurement Management, Cycles and project workflows.

5. Experience in Cost Management, Contractor Management, Data Analysis, and Project Documentation and Control.

6. Familiarity with government permitting and compliance requirements.