Lead Administrator - Projects

Lead Administrator - Projects

The Lead Project Administrator is responsible for managing and overseeing all project administration, document control, reporting, and coordination activities for hospital and healthcare construction projects. The role acts as a focal point between project teams, clients, consultants, contractors, and stakeholders to ensure efficient project delivery, compliance, and governance throughout the project lifecycle.

Responsibilities

Key Responsibilities

• Project Administration & Coordination

• Lead project administration activities across multiple hospital construction projects.

• Support Project Managers and Project Directors in project planning, execution, and reporting.

• Coordinate multidisciplinary teams including Architectural, Structural, Civil, Mechanical, Electrical, Plumbing (MEP), and BIM disciplines.

• Organize and facilitate project meetings, prepare agendas, minutes, and action trackers.

• Monitor project deliverables, key milestones, and project schedules.

• Document Management & Control

• Manage and oversee project documentation using ProjectWise and Oracle Aconex.

• Establish and maintain document control procedures and compliance requirements.

• Review document workflows, transmittals, RFIs, technical submissions, and approvals.

• Ensure proper filing, version control, archival, and document security.

• Maintain project registers, drawing logs, and correspondence records.

• Client & Stakeholder Management

• Serve as the primary administrative point of contact for clients, consultants, contractors, and internal stakeholders.

• Coordinate project communications and ensure timely responses to project requests.

• Support client meetings and progress reviews.

• Build and maintain effective working relationships across regional and global teams.

• Reporting & Governance

• Prepare executive-level weekly and monthly reports, dashboards, and project performance updates.

• Track project KPIs, deliverables, risks, and action items.

• Monitor compliance with company quality management systems and project governance requirements.

• Support audits and ensure project records are maintained accurately.

• Commercial & Resource Support

• Support resource planning, utilization tracking, and onboarding activities.

• Coordinate procurement and contract administration activities.

• Monitor project budgets, invoices, and commercial documentation.

• Assist with project close-out documentation and lessons learned.

Qualifications

• Bachelor's Degree in Business Administration, Construction Management, Engineering, Project Management, or a related discipline.
• Professional certification in Project Management is advantageous.

Experience

• Minimum 8-12 years of experience in project administration within the building construction industry.

• Minimum 5 years' experience supporting hospital, healthcare, or large-scale construction projects.

• Proven experience leading project administration and document control functions for multidisciplinary project teams.

• Experience working with international clients and consultant teams is preferred.

• Technical Skills

• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

• Strong hands-on experience with ProjectWise and Oracle Aconex.

• Experience with BIM project environments and document management processes.

• Knowledge of project reporting, KPI management, and data analysis.

• Key Competencies

• Leadership and team management.

• Strong stakeholder engagement skills.

• Excellent organizational and coordination abilities.

• Effective communication and interpersonal skills.

• High attention to detail and quality.

• Ability to manage multiple projects and competing priorities.

• Strong problem-solving and decision-making capabilities.

• Preferred Experience

• Hospital and healthcare facility construction projects.

• Large-scale MEP-intensive developments.

• Design consultancy or engineering consultancy environment.

• GCC, Singapore, or international healthcare infrastructure projects.

• BGV

• Employment with WSP India is subject to the successful completion of a background verification check conducted by a third-party agency appointed by WSP India.

• Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner.