Project Admin

Techlead Technology Pte Ltd; Hong Kong; On-site; HKD 206,000 - 330,000; Full time

Job summary

Techlead Technology Pte Ltd is seeking a Project Admin to provide essential administrative support to the Engineering and Project teams. You will manage project documentation, prepare payment claims and invoices, and coordinate with Finance and other departments to ensure timely payments and accurate records.

The role requires a Diploma or equivalent in a related field, strong MS Office skills, and the ability to travel weekly to the Tampines site office (VSMC).

Qualifications

• Diploma or equivalent in Business Administration, Engineering, Accounting, Project Management, or related field.
• Experience in project administration or engineering administration is an advantage.
• Proficient with MS Office applications and document control.

Responsibilities

• Provide administrative support to Engineering and Project teams.
• Prepare and submit progressive payment claims to customers per milestones.
• Prepare invoices, supporting documents, delivery orders, quotations and related docs.
• Follow up on payment claims, invoices, and documents with customers and internal teams.
• Maintain filing and records for project docs, contracts, invoices and claims.
• Assist engineers in preparing reports, submissions, schedules and other docs.
• Coordinate with Finance, Procurement, HR, and Engineering on project matters.
• Handle staff expense claims and ensure receipts are submitted for approval.
• Track staff claims and project expenses.
• Assist with data entry, document control, scanning, and general admin.
• Monitor deadlines for submissions, claims and invoices.
• Communicate with customers, suppliers, subcontractors, and stakeholders as required.
• Travel weekly to Tampines site office (VSMC) and work from Northstar @ AMK as needed.

Skills

Organizational skills

Communication skills

Multitasking

Education

Diploma or equivalent in Business Admin, Engineering, Accounting, Project Management, or related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Document management software

Job description

Job Responsibilities

The Project Admin will provide administrative and coordination support to the Engineering and Project teams to ensure smooth project documentation, billing, claims, and day to day operations.

Key responsibilities include:

• Provide administrative support to the Engineering and Project teams.
• Prepare and submit progressive payment claims to customers according to project milestones and contractual requirements.
• Prepare invoices, supporting documents, delivery orders, quotations, purchase related documents, and other project documentation as required.
• Follow up on payment claims, invoice status, supporting documents, and outstanding matters with customers and internal departments.
• Maintain proper filing and records for project documents, contracts, purchase orders, invoices, claims, and correspondence.
• Assist engineers and project personnel in preparing reports, submissions, schedules, and other project related documentation.
• Coordinate with Finance, Procurement, HR, Engineering, and other departments on project administrative matters.
• Handle staff expense claims and ensure supporting receipts and documents are properly submitted for approval and payment processing.
• Track and maintain records of staff claims, project expenses, and related documentation.
• Assist with data entry, document control, printing, scanning, filing, and general administrative duties.
• Monitor deadlines for submissions, payment claims, invoices, and other project deliverables.
• Communicate with customers, suppliers, subcontractors, and internal stakeholders where required.
• Perform other administrative and project coordination duties assigned by Management or the Engineering Department.
• Required to be stationed at the Tampines site office (VSMC) once a week, or as required based on project needs.
• Main office location will be at Northstar @ AMK.

Requirements

• Diploma or equivalent qualification in Business Administration, Engineering, Accounting, Project Management, or a related field.
• Previous experience in project administration, engineering administration, construction, semiconductor, or a related industry is an advantage.
• Experience preparing progressive payment claims and invoices will be preferred.
• Good knowledge of Microsoft Excel, Word, Outlook, and general office applications.
• Able to organise and maintain accurate documentation and records.
• Good communication and coordination skills.
• Detail oriented, responsible, and able to meet deadlines.
• Able to work independently while supporting multiple engineers or projects.
• Comfortable working in a fast-paced project environment.
• Willing and able to travel to and work from the Tampines site office (VSMC) at least once a week.