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