Site Office Coordinator

Company Overview

Suntec Construction Engineering Pte. Ltd. specializes in mechanical and electrical installation for large-scale HVAC, fire protection, and special gas pipelines in clean rooms. We serve construction, manufacturing, energy, and transportation sectors with expert technical support and quality service.

Job Summary

Provide comprehensive administrative and coordination support to ensure smooth operations of the project site office, facilitating effective communication and logistics among site personnel, workers, and departments.

Responsibilities

• Provide day-to-day administrative and coordination support to ensure efficient project site office operations
• Manage site office administration including filing, documentation, correspondence, printing, scanning, and record keeping to maintain organized records
• Maintain and update site records such as manpower lists, attendance, workers’ particulars, and training documentation for accurate project tracking
• Coordinate workers’ site access, passes, inductions, and training arrangements to ensure compliance with site requirements
• Assist with logistical arrangements including workers’ accommodation and transportation to support workforce needs
• Collaborate with HR, Safety, Project, Finance, Procurement, and other departments to resolve onsite administrative matters promptly
• Prepare and submit site documents, reports, permits, and forms to support project compliance and reporting
• Maintain records of incoming and outgoing documents with proper filing for easy retrieval and audit readiness
• Coordinate procurement and distribution of office supplies, stationery, PPE, uniforms, and other site necessities to sustain site operations
• Arrange meetings, site briefings, training sessions, and appointments to facilitate communication and project updates
• Liaise with suppliers, subcontractors, dormitory operators, and transport providers to support site logistics and vendor relations
• Collect and verify workers’ attendance, overtime, leave, and time card records to ensure accurate payroll submission
• Support onboarding and offboarding processes for employees and workers assigned to the project site to maintain workforce continuity
• Maintain cleanliness, organization, and proper functioning of the site office to provide a professional work environment
• Handle general enquiries from employees and workers, directing matters to appropriate departments for resolution
• Perform additional administrative and coordination duties as assigned by Project Manager, Site Manager, or Management

Required competencies and certifications

• Diploma, NITEC, or equivalent qualification in Business Administration or related discipline
• Proficient in Microsoft Office applications, especially Excel, Word, and Outlook, to manage documentation and communication efficiently
• Ability to maintain accurate records and independently handle documentation to support site administration
• Effective communication and interpersonal skills to liaise with diverse site personnel and stakeholders
• Ability to coordinate effectively with site personnel, workers, subcontractors, and internal departments to ensure smooth operations
• Ability to work independently in a fast-paced project site environment to meet deadlines and handle multiple tasks
• Willingness to be based at the project site office to provide on-site administrative support
• Ability to communicate effectively in Mandarin to liaise with Mandarin-speaking workers, subcontractors, suppliers, and project stakeholders, supporting clear communication and coordination

Preferred competencies and qualifications

• At least 3 years of administrative or site office experience, preferably in construction, engineering, M&E, or semiconductor industries
• Good organizational skills with strong attention to detail to manage multiple administrative tasks accurately

Site Office Location: Woodlands