Job Description

The Project Administrator acts as the client's on-site representative, providing administrative, coordination, and operational support to ensure efficient project delivery. The role focuses on document control, schedule support, office management, stakeholder communication, and compliance with project procedures, while also coordinating VIP visits and protocol requirements.

Key Responsibilities
Coordination, Communication & Scheduling
● Support project planning and maintain schedule tracking (milestones, delays, dependencies)
● Coordinate meetings, prepare minutes, and track actions
● Ensure clear and timely communication among all stakeholders
● Monitor progress and follow up on deliverables

Document Control
● Maintain structured document control systems (versioning, distribution, archiving)
● Track submissions, approvals, and correspondence
● Ensure records are accurate and audit-ready

Office Management
● Manage day-to-day operations of the site office
● Coordinate logistics, travel, and site access
● Maintain a professional, organized work environment

Protocol & VIP Coordination
● Plan and manage VIP visits, site tours, and official engagements
● Prepare itineraries and briefing materials
● Ensure high standards of protocol, presentation, and confidentiality

Procurement & Financial Support
● Assist with requisitions, purchase orders, and vendor coordination
● Track procurement activities and deliveries
● Support invoice verification and payment processes
● Maintain accurate financial records
Reporting & Compliance
● Support reporting on progress, schedule, and key metrics
● Ensure compliance with project procedures and policies
● Assist audits and project close-out documentation

Required Qualifications
● Degree/Diploma in Business, Project Management, Construction, or related field
● 3-5 years of project administration experience (construction preferred)
● Familiarity with document control systems and scheduling tools (e.g., MS Project, Primavera)
● Proficiency in MS Office and project systems (e.g., Procore, SAP, Aconex)

Key Competencies
● Strong communication and coordination skills
● Excellent organization and attention to detail
● Ability to manage multiple priorities in a fast-paced environment
● Professionalism, discretion, and reliability

Key Success Factors
● Effective stakeholder communication
● Accurate document control and reporting
● Strong support to schedule tracking and delivery
● Efficient office and VIP coordination

About Ascending

Improving Lives and Organizations

We cover a wide range of competencies to help you get the job done. At the heart of our business lies workforce management, where we handle and subcontract workforces to the most challenging work environments, like graphite and coal mines to Oil Rigs and Ships and Vessels.

We also build on the potential of our workers, to give you highly certified and prepared artisans in the most various trades. For this, we have two Training Centres in Pemba and Maputo in Mozambique fully equipped to prepare artisans in Welding, Electrical, Electronics, Rigging, Boiler making, Mechanical and Scaffolding Trades; and one Training Centre in Palma for Hospitality Training.

We provide our clients with systematic reporting, productivity analysis, labour negotiations, query resolution, employee benefits, tax reports and financial reporting. We can still offer legal Counselling, bureaucratic management and handle every detail regarding your HR and admin requirements. In terms of logistics related to your workforce such as flights, land travel, hotels, catering or anything your staff may need, we can provide.

We do full sourcing of expat workforces and visa management, as well as headhunting or bulk recruitment. We can also simply run your payroll and provide you detailed payslips, bank transfer files, productivity reports and reporting on tax payments.

Industry

HR & Recruiting

Company Size

51-200 employees

Headquarters

Lisboa, PT

Year Founded

2017

Website

ascending.ltd

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