Admin cum Project Coordinator

SAAMCO MAINTENANCE PTE. LTD.; Singapore; On-site; SGD 48,000 - 60,000; Full time

Job summary

SAAMCO MAINTENANCE PTE. LTD. is seeking a Project Coordinator / Project Admin in Singapore to support daily project activities, manage documents and communicate with clients, suppliers and site teams.

You will monitor schedules, assist with attendance and reporting, and help ensure on-time delivery of project tasks. The role requires a Diploma or equivalent and 1–3 years of relevant experience.

Qualifications

• Diploma or equivalent qualification.
• 1–3 years of experience in project coordination/administration.
• Proficient in Microsoft Excel, Word, Outlook and PowerPoint.

Responsibilities

• Coordinate daily project activities between management, PMs, site teams, workers, clients, suppliers and subcontractors.
• Prepare and maintain project documents, reports, correspondence, meeting minutes, schedules, quotations and purchase orders.
• Monitor project schedules, deadlines, work progress, manpower deployment, material deliveries and outstanding matters.
• Follow up with project and site teams to ensure tasks are completed on schedule.
• Arrange project meetings, site appointments, inspections and other project-related activities.
• Maintain document control and filing for contracts, drawings, submissions, approvals, invoices and records.
• Prepare and submit required project documents to clients, consultants, main contractors and authorities.
• Coordinate purchasing requirements, obtain quotations and follow up with suppliers on orders and deliveries.
• Assist with workers' attendance, timesheets, leave, training, passes and manpower documentation.
• Track project expenses, invoices, claims, variation orders and payments with Accounts.
• Prepare weekly and monthly project progress and administrative reports.

Skills

Communication

Organization

Documentation

Follow-up

Multitasking

Coordination

Education

Diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

PowerPoint

Job description

Project Coordinator / Project Admin

Key Responsibilities

• Coordinate daily project activities between Management, Project Managers, site teams, workers, clients, suppliers and subcontractors.
• Prepare and maintain project documents, reports, correspondence, meeting minutes, schedules, quotations, purchase orders and administrative records.
• Monitor project schedules, deadlines, work progress, manpower deployment, material deliveries and outstanding matters.
• Follow up closely with project and site teams to ensure assigned tasks are completed on schedule.
• Arrange project meetings, site appointments, inspections and other project-related activities.
• Maintain proper document control and filing for contracts, drawings, submissions, approvals, invoices, delivery orders and other project records.
• Prepare and submit required project documents to clients, consultants, main contractors and relevant authorities.
• Coordinate purchasing requirements, obtain quotations and follow up with suppliers on orders and deliveries.
• Assist with workers' attendance, timesheets, leave, training, passes and manpower documentation.
• Track project expenses, invoices, claims, variation orders and payment documentation in coordination with the Accounts team.
• Prepare weekly and monthly project progress and administrative reports for Management.
• Identify delays, outstanding matters or documentation issues and promptly highlight them to the Project Manager or Management.
• Maintain professional communication with customers and respond to project-related enquiries.
• Provide general administrative support including correspondence, data entry, filing, telephone enquiries and office coordination.
• Perform other project coordination and administrative duties assigned by Management.

Requirements

• Diploma or equivalent qualification.
• Preferably 1–3 years of experience in project coordination, project administration or a similar role.
• Proficient in Microsoft Excel, Word, Outlook and PowerPoint.
• Strong communication, organisation, documentation and follow-up skills.
• Able to multitask, prioritise work and meet deadlines.
• Able to coordinate effectively with site personnel, clients, suppliers and subcontractors.
• Experience in construction, engineering, M&E, ACMV or project-based operations will be an advantage.