Administrative Assistant

BRIGHT TECH ENGINEERING PTE. LTD.; Singapore; On-site; SGD 42,000 - 65,000; Full time

Job summary

Bright Tech Engineering PTE. LTD. in Singapore seeks an experienced Administrative Assistant – Construction/MEP to support project management and site teams.

With a mechanical engineering background and 8 years in construction, you will coordinate documentation, reports, and communications with clients, consultants, contractors and suppliers. You will review drawings and specifications, maintain filing systems, assist with quotations, tenders, purchase orders and invoices, and help prepare

Qualifications

• Diploma/degree in Mechanical Engineering required.
• 8+ years of relevant experience in construction/engineering/MEP or project administration.
• Practical knowledge of MEP systems and construction activities.

Responsibilities

• Provide day-to-day administrative and technical support to project teams.
• Prepare and organize project documentation, records, and reports.
• Assist in quotations, tenders, purchase orders, invoices, and other documents.
• Coordinate with clients, consultants, contractors, suppliers and internal departments.
• Maintain project trackers for progress, materials, manpower and submissions.
• Prepare and submit Method Statements, Risk Assessments, ITPs and technical documents.
• Review drawings to ensure proper recording and distribution of information.
• Coordinate MEP-related activities and site requirements with engineers and managers.
• Maintain records of MEP works including installation, testing and commissioning.
• Coordinate site inspection requests, testing schedules and permits.
• Follow up on material delivery and outstanding work with contractors/suppliers.
• Prepare meeting agendas, minutes and follow-up reports.
• Monitor deadlines and ensure timely completion of tasks.
• Maintain filing systems for drawings, specs, contracts and reports.
• Assist in monthly progress reports and management summaries.
• Support procurement by obtaining quotations and coordinating purchases.
• Track project costs, invoices and payment documentation.
• Coordinate manpower records and site access documentation.
• Liaise with site teams to collect progress information and update records.
• Assist in submitting documents for client/consultant/authority submissions.
• Coordinate testing and commissioning records for MEP systems.
• Ensure documentation complies with company procedures.
• Handle general office administration and data entry.

Skills

Construction admin

MEP coordination

Technical documentation

Document control

Project coordination

Tender preparation

Procurement coordination

Progress tracking

Client coordination

MS Office suite

Drawing interpretation

Organization skills

Communication skills

Independent work

Education

Diploma/Degree in Mechanical Engineering

Tools

MS Office

Drawing tools

Job description

Position: Administrative Assistant – Construction / MEP
Experience: 8 Years
Industry: Construction / MEP / Engineering
Educational Background: Mechanical Engineering

Job Summary

An experienced Administrative Assistant with 8 years of experience supporting construction and engineering operations, with a strong Mechanical Engineering background and practical knowledge of MEP (Mechanical, Electrical & Plumbing) systems. Experienced in coordinating project documentation, preparing reports, communicating with clients, consultants, contractors and suppliers, and providing administrative and technical support to project and site teams.

Able to understand engineering drawings, project specifications, work schedules and MEP-related documentation, while ensuring smooth coordination between office and site operations.

Key Responsibilities

• Provide day-to-day administrative and technical support to project managers, engineers, supervisors and site teams.

• Prepare, maintain and organize project documentation, records, correspondence and reports.

• Assist in preparing quotations, tenders, purchase orders, invoices and other project-related documents.

• Coordinate with clients, consultants, contractors, suppliers and internal departments regarding project requirements and documentation.

• Maintain project trackers for work progress, materials, manpower, submissions, inspections and outstanding actions.

• Assist with preparation and submission of Method Statements, Risk Assessments, Inspection & Test Plans (ITP), material submissions and technical documents.

• Review documents and drawings to ensure relevant information is properly recorded and distributed to the appropriate teams.

• Assist engineers and project managers in coordinating MEP-related activities and site requirements.

• Maintain records of Mechanical, Electrical and Plumbing (MEP) works, including installation, inspection, testing and commissioning documentation.

• Coordinate site inspection requests, testing schedules, permits and related documentation.

• Follow up with contractors and suppliers on material delivery, technical submissions, quotations and outstanding work.

• Prepare meeting agendas, minutes of meetings, action lists and follow-up reports.

• Monitor project deadlines and follow up with relevant personnel to ensure timely completion of assigned tasks.

• Maintain proper filing systems for drawings, specifications, contracts, purchase orders, quotations, reports and correspondence.

• Assist in preparing monthly progress reports, project status reports and management summaries.

• Support procurement activities by obtaining quotations, comparing supplier offers and coordinating purchase requirements.

• Assist with tracking project costs, invoices, purchase orders and payment documentation.

• Coordinate manpower records, attendance, site access documentation and other administrative requirements.

• Liaise with site teams to collect daily/weekly progress information and update project records.

• Support preparation of documents required for client, consultant and authority submissions.

• Assist in coordinating testing and commissioning records for MEP systems.

• Ensure project documentation is maintained accurately and according to company procedures.

• Handle general office administration, correspondence, scheduling, data entry and document control.

• Perform any other administrative, coordination and technical support duties assigned by management.

MEP / Technical Knowledge

• Good understanding of Mechanical, Electrical & Plumbing (MEP) systems within construction projects.

• Familiar with mechanical services such as HVAC, ventilation, chilled water systems, pumps and related equipment.

• Basic understanding of electrical and plumbing services and their coordination with mechanical works.

• Ability to understand and coordinate information from engineering drawings and technical documents.

• Familiar with construction work sequences, site coordination and project documentation.

• Able to communicate effectively with engineers, technicians, contractors, suppliers and clients regarding technical and administrative matters.

Key Skills

• Construction and project administration

• MEP coordination

• Technical documentation

• Document control

• Project coordination

• Quotation and tender preparation

• Procurement coordination

• Progress tracking and reporting

• Client and contractor coordination

• Microsoft Office – Word, Excel, PowerPoint and Outlook

• Engineering drawing/document interpretation

• Strong organizational and follow-up skills

• Good written and verbal communication

• Ability to work independently and coordinate with multiple teams

Qualifications

• Diploma / Degree in Mechanical Engineering or related engineering discipline.

• Minimum 8 years of relevant experience in construction, engineering, MEP or project administration.

• Practical knowledge of MEP systems and construction activities.

• Experience working with contractors, consultants, suppliers and project teams is preferred.

Professional Profile

Experienced Mechanical Engineering professional with 8 years of experience in construction and MEP-related project administration and coordination. Combines strong administrative capabilities with practical engineering knowledge, enabling effective communication between project management, engineering, site teams, contractors, consultants and suppliers. Experienced in project documentation, procurement coordination, progress monitoring, technical submissions, reporting and MEP coordination.