Project Administrator for ITS

Position: Project Administrator for Intelligent Transport Systems

Location: Hong Kong
Organization: Yunex Traffic
Mode of Employment: Full time (1-year contract, renewable for 1 more year or convertible to permanent contract)

Uniting what’s next in traffic - Yunex Traffic

As a global leader for intelligent traffic solutions, we connect the dots of a new mobility revolution.

With digitalization and the use of disruptive technologies we enable cities, highway authorities, and (mobility) operators to create a new world of mobility with vehicles that are shared and connected, autonomous tunnel automation, smart tolling and adaptive traffic systems for simulation and prediction. All that allows for a totally new level of traffic management that is truly proactive.

This will transform our cities into places where people can live, work and move more freely with better quality of life, less accidents and with cleaner air. With our expertise and our solutions, we contribute to solving our climate crisis.

Urban mobility must and will change. And we will lead the way!

ITS Project Administrator

We are looking for a Project Administrator for our Projects and Bids division in Hong Kong who will be providing comprehensive operational, administrative and procurement support to ensure the smooth and efficient running of our ITS projects. This role serves as a key coordination point across internal stakeholders, external vendors and project team members, supporting day-to-day business operations, procurement processes, reporting, scheduling and team administration. The ideal candidate is highly organized, detail-oriented, proactive and able to manage multiple priorities in a fast-paced environment.

Your key responsibilities will include:

Business Administration

• Provide project administration support to project managers and teams to ensure the smooth execution of ongoing projects.
• Coordinate project meetings, prepare agendas, take minutes and follow up on action items, deliverables and deadlines.
• Maintain organised project records, correspondence, filing systems and document repositories for easy retrieval and audit readiness.
• Support preparation of project reports, presentations, status updates, meeting materials and other project-related documentation.
• Track project milestones, submission dates, approvals and key actions to help ensure timely completion of project activities.
• Assist with coordination of internal and external project communications, including scheduling meetings and distributing relevant information.
• Support project onboarding and administration, including document control, access requests and coordination of project-related resources.
• Ensure project administrative tasks are completed accurately, consistently and in line with internal processes and reporting requirements.
• Assist with timesheets, leave records, expense submissions or other internal team administration processes as applicable.

Procurement Support

• Support end-to-end procurement activities, including sourcing, obtaining quotations, preparing purchase requisitions and issuing purchase orders.
• Liaise with suppliers and internal stakeholders to ensure timely delivery of goods and services.
• Maintain supplier records, contracts and procurement documentation in line with company policies and audit requirements.
• Track orders, deliveries and invoices, and coordinate with finance and vendors to resolve discrepancies.
• Assist in vendor evaluation, price comparison and cost analysis to support value-for-money purchasing decisions.
• Ensure procurement activities are carried out in compliance with internal procedures, approval workflows and relevant controls.
• Support tender and quotation processes, including document preparation, coordination and record keeping.
• Prepare procurement reports, spend summaries and status updates for management review.

The successful candidate shall demonstrate the following qualifications and experience:

• Diploma or bachelor’s degree in Business Administration, Supply Chain Management, Procurement, Finance or a related discipline.
• Relevant experience in administration, procurement, office operations or team support in a corporate environment.
• Good understanding of procurement processes, documentation and approval controls.
• Strong organisational skills with the ability to manage multiple tasks and priorities effectively.
• Proficiency in Microsoft Office applications, especially Excel, Word and PowerPoint.
• Good written and verbal communication skills in English; Cantonese and Mandarin language skills would be an advantage.
• High attention to detail, accuracy and a proactive approach to problem-solving.
• Ability to work independently while maintaining strong collaboration with cross-functional teams.

Yunex Traffic is a proud equal opportunity employer, creating a work environment of diversity and inclusion. Our diverse workforce cultivates Innovation and Excellence and in turn creates a workplace where our employees belong and prosper. Diversity and inclusion help us fully realise the potential of our people. As part of Yunex Traffic Ownership culture, Yunex Traffic also genuinely supports reasonable flexible working practices that empower our employees to best meet work and personal commitments.