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