Administrative Assistant

HON SHENG ELECTRICAL ENGINEERING PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

HON SHENG ELECTRICAL ENGINEERING PTE. LTD. is seeking a Project Administrator to provide essential administrative and coordination support to project teams in Singapore.

The role focuses on ensuring smooth documentation flow, resource coordination, and adherence to company procedures to maintain project schedules and effective communication. You will handle documentation, meetings, scheduling, and correspond with internal teams and external partners.

Qualifications

• Proven ability to support project documentation and coordination.
• Bachelor's or diploma in a related field with 1–3 years of experience.
• Proficient in MS Office (Word, Excel, PowerPoint).

Responsibilities

• Coordinate daily project activities with Project Managers to ensure timely tasks.
• Prepare and maintain project documentation, minutes, and correspondence.
• Monitor project schedules, milestones and deliverables.
• Assist in procurement by submitting purchase requests and coordinating with stakeholders.
• Manage document control to maintain compliance and accessibility.
• Ensure adherence to company policies during project execution.
• Follow up with subcontractors, vendors, and team members for timely deliveries.
• Support invoicing by gathering required docs and liaising with Finance.

Job description

Company Overview

HON SHENG ELECTRICAL ENGINEERING PTE. LTD. is an electrical engineering company based in eastern Singapore, serving residential, industrial, commercial, A&A, and M&E sectors with diverse project experience.

Job Summary

The Project Administrator provides essential administrative and coordination support to project teams, ensuring efficient documentation flow, resource coordination, and adherence to company procedures to maintain project schedules and communication.

Responsibilities

• Coordinate daily project activities by assisting Project Managers to ensure smooth workflow and timely task completion
• Prepare, organize, and maintain project documentation, reports, meeting minutes, and correspondence to support project tracking and communication
• Monitor and update project schedules, milestones, and deliverables to ensure alignment with project timelines
• Assist in resource planning and procurement by submitting purchase requests and coordinating with relevant stakeholders
• Manage document control processes by filing and archiving records accurately to maintain compliance and accessibility
• Ensure adherence to company policies and project procedures throughout project execution
• Follow up with subcontractors, vendors, and team members to secure timely delivery of tasks and materials
• Support invoicing processes by collecting required documentation and liaising with the finance department to facilitate accurate billing

Required competencies and certifications

• Diploma or Degree in Business Administration, Project Management, or related field
• 1–3 years of experience providing administrative support or project coordination in a relevant environment
• Proficient in MS Office applications (Word, Excel, PowerPoint) to produce and manage project documents
• Strong organizational skills demonstrated by managing multiple tasks and maintaining accurate records under pressure
• Effective communication and interpersonal skills to coordinate with internal teams and external partners

Preferred competencies and qualifications

• Familiarity with project management tools such as MS Project, Asana, or similar platforms to enhance project tracking
• Knowledge of construction, engineering, or project industries to better understand project contexts
• Basic understanding of project financials including cost tracking and budgeting to support financial oversight
• Experience in document control within ISO-certified environments to ensure compliance with quality standards