Project Administration Manager - Batangas - International Container Terminal Services, Inc.

Paglalarawan

Role Description:

The Project Administration Manager is responsible for overseeing project planning, scheduling, documentation, financial monitoring, and reporting across assigned projects within the APAC Portfolio. The role ensures that project timelines, milestones, budgets, and deliverables are clearly defined, tracked, and updated using structured project control tools, including Gantt charts.

The position provides direct support to the Executive Director – APAC Portfolio and the Head overseeing the entire project by preparing periodic management reports, monitoring high-level financial performance against approved budgets, coordinating key internal and external meetings, and supporting the development of strategic presentations, including PWP and other materials as required. The role ensures visibility on project progress, risks, dependencies, and financial status to support informed decision-making and timely execution.

The position will be initially based in Bauan, Batangas, subject to future assignment based on business requirements.

Essential Functions:

• Develop and provide support in the preparation of periodic project reports to Management, including progress updates, key risks, and overall project status.
• Provide direct administrative and reporting support to the Executive Director – APAC Portfolio and the Head overseeing the entire project.
• Monitor and follow up on high-level financial performance against approved budgets, including construction and non-construction related expenditures, and flag significant variances.
• Coordinate and organize meetings with relevant internal and external stakeholders, including preparation of agendas, materials, and documentation of key action items.
• Support the preparation and development of presentations, including but not limited to PWP and other reports or materials as required by the Head of the project.
• Assist in tracking key project deliverables, timelines, and strategic initiatives to ensure alignment with overall project objectives.
• Develop, maintain, and regularly update detailed project schedules and Gantt charts to reflect approved timelines and milestones.
• Monitor project progress against baseline schedules and identify delays, bottlenecks, or deviations.
• Coordinate with project managers, engineers, contractors, and stakeholders to ensure accurate schedule inputs and updates.
• Prepare periodic project status reports highlighting schedule performance, risks, and mitigation plans.
• Track project deliverables and ensure proper documentation and version control.
• Support budget tracking and alignment of schedule performance with cost performance, where applicable.
• Maintain centralized documentation for project plans, contracts, change orders, and correspondence.
• Facilitate project meetings and record key decisions, action items, and follow-ups.
• Support risk management processes by identifying schedule-related risks and recommending corrective actions.
• Ensure adherence to established project governance frameworks, templates, and reporting standards.
• Coordinate cross-functional inputs to maintain alignment between engineering, procurement, operations, and other relevant teams.
• Support implementation and continuous improvement of project management systems and tools.

Job Requirements and Competencies

a. Skills and Abilities:

• Strong project scheduling and planning skills.
• Proficiency in project management tools such as Microsoft Project, Primavera, or similar platforms.
• Ability to develop and manage detailed Gantt charts.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management capability.
• Strong written and verbal communication skills.
• Ability to coordinate across multiple teams and stakeholders.
• High attention to detail and accuracy.

b. Knowledge and Experience:

• Experience in project administration, project controls, or project management support roles.
• Experience supporting large-scale infrastructure, engineering, or corporate projects is an advantage.
• Familiarity with project lifecycle stages including planning, execution, monitoring, and closing.
• Understanding of risk management and schedule control principles.

c. Professional Qualification and Training:

• Bachelor's degree in business administration, Engineering, Project Management, or related field.
• Certification in Project Management (e.g., PMP or equivalent) is an advantage.

d. Working Environment

• Office-based role with regular coordination meetings.
• May require occasional site visits depending on project requirements.
• Role may involve working under tight deadlines and managing multiple projects simultaneously.