Project Administrator (IT / Data Center Infra projects)

EIRE Systems is a leading provider of IT solutions and Project Management consulting services. We’re presently seeking to hire a Project Administrator to support the IT and telecoms infrastructure components of some major data center construction, expansion and 'Day 2' change projects.

Role Overview:

The Project Administrator will work behind the scenes to support the project managers and project teams to complete projects, focusing on administrative tasks such as, document controls, preparing status reports, processing invoices, tracking budgets and expenditure, liaising with vendors, coordinating schedules, drafting SOWs and work orders, processing vendor security access paperwork, managing contracts with suppliers and subcontractors, etc.

Key Responsibilities:

• Documentation: Organize contracts, drafting Statements of Work (SOWs), work orders, project schedules, change management requests/approvals, and other key documents.
• Financial Tracking: Process invoices and track project expenditures to maintain budget alignment. Assist in the preparation of budget reports and financial summaries.
• Contract & Procurement: Assist in managing contracts with suppliers and subcontractors.
• Coordination & Scheduling: Support project timelines, track milestones, and ensure deadlines are met.
• Vendor Liaison: Manage vendor communications, security access paperwork, and deliveries.
• Reporting: Prepare and submit regular project status updates for stakeholders.
• Compliance: Ensure adherence to regulatory and quality standards.

Required Language Skills:

• English: Fluent/Native-level proficiency - ability to work with and produce professional level documentation and reports for global project stakeholders.
• Japanese: Business level proficiency - ability to communicate effectively with vendors and other external project stakeholders using Japanese.

Required Qualifications:

• Bachelor’s degree in IT, Project Management, or related field (or equivalent experience).
• 3+ years of project administration experience, ideally in IT, telecoms, infrastructure or construction.
• Knowledge of procurement, contracts, and vendor management.
• Proficiency using standard office apps, document management and project management software tools.
• Strong organizational, communication, and multitasking skills.
• Ability to work in a fast-paced environment with tight deadlines.

Nice-to-Haves:

• Knowledge of data center operations and IT infrastructure.
• Experience with data center construction or IT infrastructure projects.
• Project management related qualifications (e.g. CAPM, PMP, Prince2 or similar).