Project Administrator (Engineering – Singapore Projects)

Key Responsibilities

• Understand and interpret documentation requirements from Singapore authorities, clients, main contractors, consultants, and project management teams, and identify the documents required for each project.
• Prepare, draft, review, compile, verify, and manage a wide range of engineering and project-related documents, including but not limited to safety documentation, risk assessments, training records, insurance documents, handover forms, maintenance forms, inspection records, contracts, service agreements, reports, checklists, site records, photographs, drawings, and other supporting documents.
• Identify missing, incomplete, inaccurate, or expired documents and independently follow up with relevant parties to ensure all required documentation is complete, accurate, and submitted on time.
• Interpret project specifications, client checklists, submission guidelines, and other relevant requirements to ensure documentation meets the applicable project and submission requirements.
• Coordinate with project managers, engineers, technicians, clients, contractors, suppliers, and other relevant parties to obtain information, clarify requirements, and resolve documentation issues.
• Draft and prepare professional contracts, agreements, letters, emails, reports, and other written communications related to project operations.
• Maintain proper document control, including filing, version tracking, submission and approval status, expiry dates, and outstanding items.
• Conduct site visits when necessary to verify site information, take photographs, collect measurements, and support project documentation and coordination.
• Handle urgent documentation requests, manage multiple tasks, meet project deadlines, and perform other duties as assigned by the supervisor.

Job Requirements

• Relevant Singapore Engineering Experience (Required): Minimum 2 years of working experience in a Singapore-based engineering or construction company, with hands-on experience handling project paperwork and documentation.
• Broad Project Documentation Experience: Practical experience preparing, reviewing, and managing various types of project documents, such as safety documents, handover forms, maintenance forms, contracts, and other engineering-related paperwork. The ability to adapt to different document types and project requirements is essential.
• Strong Understanding of Requirements: Able to understand and interpret requirements from Singapore authorities, clients, main contractors, and project teams, identify the necessary documentation, recognise missing information, and follow up independently until the requirements are fulfilled.
• Strong Logical Thinking and Problem-Solving Skills: Able to think clearly, analyse information, organise tasks systematically, prioritise work logically, and resolve documentation issues with minimal supervision.
• Excellent Written Communication Skills: Strong written English, with the ability to draft, review, and prepare clear, accurate, well-structured, and professional documents, contracts, reports, emails, and letters.
• Hardworking and Responsible: Diligent, proactive, detail-oriented, and able to manage a demanding workload while maintaining accuracy and meeting deadlines.
• Willing to Work Overtime: Must be willing to work overtime when necessary to support urgent submissions and meet project deadlines.
• Proficient in Microsoft Word and Excel, with good document management and organisational skills.
• Willing to conduct site visits when required and communicate effectively with internal teams and external stakeholders.
• Able to work independently, manage multiple assignments, and perform effectively under pressure.

Preferred Experience

• Experience in CCTV, ELV, electrical, networking, cabling, M&E, or other engineering-related projects.
• Familiarity with Singapore project submission procedures, site documentation requirements, and project handover processes.
• Experience coordinating with clients, main contractors, consultants, and other relevant project stakeholders.