Project Administrator
Posted Updated
Summary
Supports security project managers in the administration of physical and electronic security projects like CCTV and access control. Day-to-day tasks include tracking milestones, document control, meeting coordination, and stakeholder follow-up using Google Workspace, Microsoft Office, and tools like Jira or Smartsheet.
Our Company
EOS IT Solutions is a global technology and logistics company, providing collaboration and business IT support services to some of the world's largest industry leaders. We deliver forward-thinking solutions based on multi-domain architecture, with customer satisfaction and a commitment to exceptional service at the heart of everything we do.
As a truly international IT provider, we are proud to deliver our services through global simplicity and trusted transparency, while continuing to invest in and support our employees and partners.
Role Overview
We are seeking an organised, proactive Project Administrator to support security project managers (EPMs) with day-to-day administration. You will keep information current, follow up agreed actions and prepare the records the team needs to deliver its projects. This role suits someone who enjoys bringing order to busy workloads and helping a team stay on top of commitments.
Projects cover physical and electronic security systems, including access control, CCTV/video surveillance, intruder alarms, intercoms, electronic door hardware and associated security infrastructure.
Key Responsibilities
- Maintain trackers. Update project status, milestones, forecast and actual dates, device counts and actions using confirmed EPM and delivery-team updates.
- Control documents. Organise project folders, contact lists, drawings, reports and correspondence using agreed naming, version control and access requirements.
- Coordinate meetings. Arrange meetings, prepare agendas, capture decisions and minutes, and follow up actions with named owners and due dates.
- Follow up stakeholders. Chase updates and missing information from system integrators, contractors, suppliers and internal teams; raise overdue items and blockers with the EPM.
- Prepare reporting. Compile weekly status updates and summaries of milestones, risks, overdue actions and missing information for EOS Leadership review.
- Coordinate key dates. Arrange design reviews, site activities, audits, commissioning and handover meetings; flag missing dates, dependencies or scheduling conflicts.
- Support site access. Coordinate onboarding information, access requests and induction bookings through the approved client process, ahead of planned site attendance.
- Support commercial administration. Maintain quotation, purchase order, invoice and delivery records; follow up with procurement and finance and flag discrepancies for EPM review.
- Prepare closeout records. Collect as-built drawings, test results, defect updates, training records and handover documents; identify gaps and track them through to completion.
Essential Criteria
- Relevant experience in administration, project support, document control or operations, with examples of accurate work and dependable follow-up.
- Confidence using Google Workspace and Microsoft Office, particularly Sheets or Excel for sorting, filtering, basic formulas and structured trackers.
- Clear written and verbal communication, including concise emails, meeting minutes and progress updates.
- Strong organisation and attention to detail, with the ability to prioritise competing tasks across several projects.
- Initiative to seek missing information, ask questions and escalate issues promptly while working within agreed responsibilities.
- Discretion when handling sensitive project information and a willingness to learn security terminology and client processes.
Desired Criteria
- Experience supporting electronic security, construction, facilities, engineering or technology projects.
- Familiarity with Smartsheet, Jira, document management systems or a structured project management office.
- Exposure to procurement records, audit coordination or project handover documentation. A relevant qualification is helpful but not essential.
Why Join EOS?
At EOS, you will have the opportunity to work alongside experienced project professionals in a collaborative and innovative environment. We are committed to supporting employee growth and development, providing opportunities to build new skills and gain exposure to complex global projects.
Belonging at EOS
EOS is committed to creating a diverse and inclusive workplace where everyone feels respected, valued, and empowered to achieve their full potential. We are proud to be an equal opportunity employer and welcome applications from all qualified individuals regardless of gender, gender identity or expression, age, race, ethnicity, national origin, religion or belief, sexual orientation, disability, marital or civil partnership status, political opinion, or any other characteristic protected by applicable law.
We believe that diverse perspectives, experiences, and backgrounds strengthen our organisation and contribute to better outcomes for our employees, customers, and partners around the world.
#INDAPAC #LI-Onsite
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