Project & Administrative Executive

COMPANY:

BUILD YOUR FUTURE WITH US

Every DPian Matters is the motto that reflects our core values. DP Architects actively supports the growth of our people through dedicated talent development programmes, clear career pathways and access to global opportunities. Our culture of continuous learning, collaboration and shared purpose develops skilled and engaged people deeply invested in the future of our built environment. Our practice is defined by the pursuit of design excellence, supported by research and innovation, and anchored in teamwork for the collective good. Together, we pursue better-than-sustainable outcomes to shape a regenerative future for our cities and communities.

JOB SUMMARY:

The Project & Administrative Executive supports the smooth operation of office activities by providing comprehensive day-to-day administrative, coordination and operational support across departments. The role is responsible for ensuring the efficient execution of administrative processes, project coordination activities, internal communications, and day-to-day operational requirements. The incumbent serves as a key liaison between Project Leaders, team members, and corporate support functions, facilitating smooth workflows and timely follow-up of project deliverables.

JOB RESPONSIBILITIES:

Administrative Support

• Provide comprehensive administrative and operational support to business unit and project teams to ensure smooth day-to-day operations.
• Coordinate meeting logistics, including scheduling, meeting room bookings, attendance tracking and refreshment arrangements.
• Maintain and update contact databases, distribution lists, records, and administrative documentation to ensure data accuracy and accessibility.
• Process and monitor expense claims and invoices in a timely and accurate manner.
• Coordinate procurement activities, including purchase requisitions, purchase orders and invoice processing.
• Maintain effective filing systems, records management practices, and document control processes in accordance with company policies and compliance requirements.
• Support the coordination of corporate events, workshops, and company functions.
• Provide general administrative support and undertake additional responsibilities as assigned.

Project Coordination and Administration

• Coordinate project meetings, workshops, presentations, and other project-related activities, ensuring effective communication and follow-up of action items.
• Monitor project teams' attendance, leave records, and other administrative matters.
• Provide administrative support to project teams, including maintaining attendance records, leave tracking, and other team administration matters.
• Coordinate travel arrangements for project team members, including flight bookings, accommodation, and transportation where required.
• Facilitate onboarding arrangements for new project team members, including workspace preparation and administrative support.
• Organise and coordinate team-building activities.
• Identify and contribute to process improvements that enhance administrative efficiency, project coordination, and team effectiveness.

KEY COMPETENCIES:

• Strong administrative and organisational skills.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to manage multiple priorities and meet deadlines.
• Collaborative team player with a positive attitude.
• Professional, service-oriented, and proactive approach to work.

PREFERRED QUALIFICATIONS & EXPERIENCE

• Diploma or Degree in Business Administration, Management, Project Administration, or a related discipline.
• Minimum 3-5 years of administrative experience in a corporate or professional services environment.