Project Administration
Project Administrator – Admin
Job Summary
Support project teams by managing documentation, coordinating materials and site activities, and handling administrative compliance to ensure smooth project execution.
Responsibilities
- Collect daily site photos and progress updates from site supervisors to monitor project status
- Maintain organized project documentation and photo records for easy reference and audit
- Issue latest drawings, revisions, and technical documents to site teams to ensure up-to-date information
- Maintain drawing register and document control system to track document versions and distribution
- Track project materials delivery and usage to monitor inventory and prevent shortages
- Coordinate with suppliers and site supervisors on material requests to ensure timely supply
- Maintain material inventory and delivery records for accurate stock management
- Coordinate communication between project managers, supervisors, and office team to facilitate information flow
- Track daily site manpower reports and progress updates to support project monitoring
- Prepare weekly progress summaries when required to inform stakeholders of project status
- Prepare and manage work pass and visa documentation for workers to comply with regulatory requirements
- Arrange site access, safety induction, and compliance documentation to ensure site readiness and safety
- Handle local regulatory submissions such as SIC registration or related compliance to meet legal obligations
- Arrange worker logistics including accommodation, quarantine, or onboarding requirements when needed to support workforce management
- Support project managers with reports and documentation to assist in project administration
- Maintain project filing system and records for efficient document retrieval
- Assist with coordination of meetings and communication with clients and consultants to support project collaboration
Preferred competencies and qualifications
- Experience in office administration coordination work to manage administrative tasks effectively
- Proficient in Microsoft Excel, Word, and document tracking to handle project documentation efficiently
- Able to coordinate with site supervisors and office team to facilitate smooth project operations
- Basic knowledge of Singapore work pass procedures is an advantage to support compliance tasks