Project administrator (Centralised Engineering)

Position: Project administrator

Department: Centralised Engineering

Reports to: Senior Project Manager

Job Purpose:

Provide document control, administrative support and coordination for hotel renovation and improvement projects, supporting timely delivery, compliance with hotel SOPs and minimal disruption to guests and ongoing hotel operations.

Key Responsibilities

1 Post-Tender Documentation and Procurement Support

• Compile the final tender summary, quotation and agreed scope. Check amounts and attachments against the tender result, then submit the package to the hotel for PR processing.
• Track the PR and PO numbers, approval dates and outstanding signatures. Follow up with hotel Purchasing until the PO is issued and file the approved records.
• Compile progress claims, draft payment certificates and VO records; check document completeness and basic accuracy, obtain review and approval from authorized personnel, and coordinate processing with Finance and Purchasing.

2 Documentation and Record Management

• Set up and maintain electronic and hard-copy filing systems, the Master Document Register and revision control for drawings, RFIs, material and FF&E submittals, inspection requests and variation orders.
• Track document submissions, approvals and distribution; maintain defect and rectification logs and compile as-built drawings, O&M manuals, warranties and handover records for hotel Engineering.

3 Project Coordination and Hotel Operations

• Coordinate contractors, the project team, Front Office, Housekeeping, Engineering and Security on site access, room blocking and area handover, in line with occupancy and hotel-approved schedules.
• Prepare and track work permit requests; issue approved notices for noisy works, temporary closures and utility shutdowns through hotel communication channels.
• Follow up outstanding actions and defect status, and escalate delays or operational conflicts to the Senior Project Manager.

4 Administration and Reporting

• Arrange project and technical coordination meetings, prepare minutes and track action owners and due dates.
• Compile weekly and monthly progress reports from verified project team inputs for Senior Project Manager review before circulation.
• Manage site office supplies, appointments and general administration; support the Area Director of Engineering with additional administrative assignments as directed.

Skills and Qualifications

• Bachelor's degree in Business Administration, Management, Engineering, Hospitality Management or a related field.
• 2–3 years in project coordination, project administration or site administration; hotel renovation or work in operating premises is preferred.
• Proficient in MS Office, including advanced Excel functions such as PivotTables and XLOOKUP, and cloud storage or electronic document management systems.
• Basic understanding of engineering drawings, project workflows and construction terms, including MEP, FF&E, fit-out, RFI, VO and defects.
• Good Thai and English communication skills; strong attention to detail, organization, follow-up and interpersonal skills, with a service mindset and ability to work under pressure.