Project Administrator (Workflow & Budgeting) - PSCY027

· Collaborate with Project Managers, Operation Managers, relevant Vendors and stakeholders to develop detailed reports on project budgets at regular intervals(daily/monthly/quarterly) or as specified by the Authority.

· Align budget planning with the scope, timeline and deliverables of the projects.

· Update the relevant systems/spreadsheets daily/weekly/monthly to capture the budget and expenditure timely and accurately

· Track actual project expenses versus budgeted amounts monthly/ quarterly and yearly. Perform Data Analytics on the financial data and generate reports on expenditure versus budget planned regularly for management review.

· Identify variance amounts and variance reasons for budget forecast quarterly.

· Conduct data analytics and prepare periodic financial reports including variances on expenditure and budget utilization. Developing visualization on the financial data to convey the information in a clear and concise manner, and to identify trend, patterns or insights.

· Work with stakeholders to ensure timely goods receipt and track payment to vendors to complete the payment cycle within the financial year.

· Gather procurement related documents such as purchase orders, Certificate of Completions from projects POCs and file them into the Authority’s designate de-filing system regularly.

· Handle queries and manage all form of correspondences with stakeholders, being the Point of Contact team, for all budget-related information with project teams and stakeholders (internal and external).

· Support management by organizing meetings with project Point of Contact to review financial performance regularly in order to produce accurate and up to date budget plan and expenditure reports.

· Communicate budget updates, differences or financial risks to stakeholders in a clear and timely manner.

· Perform administrative duties of data entry, e-filing and data maintenance into the authorized and designated template, systems and websites timely and in a structured manner.

· Coordinate, organized, schedule, book meetings in support of the lead PM administrative task.

· Develop and maintain comprehensive Standard Operating Procedures (SOPs) and Handover-Takeover (HOTO) documentation.

· Propose and pilot new ideas or tools to streamline processes and improve accuracy from a top-down perspective.

· Ensure compliance and verify that all activities adhere to guidelines and audit requirements. Maintain an audit-ready trail for all financial transactions and documentations.

· Consolidate and manage Asset Accounting records by working with PMTs to organize and/or reconcile asset capitalization/accounting records. Ensure all required assets are capitalized according to asset accounting principles.

· Conduct root-cause analysis on legacy BOC items.

· Drive continuous improvement initiatives by identifying and proactively tracking BOC items from initiation to final, ensuring no items are left incomplete in the pipeline process.

The ideal candidate should possess:

· Proficient in Microsoft Excel using formula such as VLOOKUP, INDEX/MATCH, Pivot Table and/or Macro Programming knowledge(optional).

· Proficient in Microsoft SharePoint, such as creation of web pages, customization of SharePoint List and management of site permissions.

· Proficient in Microsoft Power Point for creation of presentation material for management.

· Knowledge of Power BI/Tableau/Qlik Sense for creation of dashboards.

· Fast Learner.

· Taking and implementing initiative to improve budget management / workflow.