Engineering Admin & Project Documentation Coordinator

EDP Consultants Pte Ltd; Singapore; On-site; SGD 27,000 - 38,000; Full time

Job summary

EDP Consultants Pte Ltd is seeking a reliable Admin Assistant to support daily administrative tasks and project coordination for our engineering team. You will handle quotations, claims, invoices, tender documents, and project submissions while liaising with engineers, clients, consultants, contractors, and suppliers.

Ideal candidates are detail-oriented, organized, and proactive, with solid MS Office skills and the ability to manage documentation, filing, and scheduling.

Qualifications

• Diploma or certificate in Business Administration, Office Management, Accounting, Construction Management, or related field.
• Prior admin experience in an engineering, construction, consultancy, or project-based environment preferred.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint).
• Basic knowledge of invoicing, claims, quotations, and tender documentation.
• Good written and verbal communication skills.
• Strong organizational and filing skills.
• Able to read Architectural/Structural Drawings is a bonus.
• Able to work as part of a team.

Responsibilities

• Prepare quotations and supporting documents for clients.
• Prepare progress claims, invoices, payment applications, and follow-up documentation.
• Assist in tracking payments, outstanding claims, purchase orders, and billing records.
• Collate, organize, and prepare documents for project submissions to clients, consultants, contractors, and authorities.
• Assist in the preparation, compilation, and submission of documents.
• Coordinate with engineers and project teams to collect required project information and supporting documents.
• Maintain proper filing of project documents, drawings, quotations, invoices, claims, contracts, and correspondence.
• Prepare letters, emails, meeting minutes, reports, forms, and general correspondence.
• Assist with printing, scanning, binding, copying, and dispatching project documents.
• Liaise with clients, contractors, consultants, suppliers, and authorities on administrative matters.
• Assist in arranging meetings, appointments, site visits, and internal schedules.
• Support procurement activities, including obtaining supplier quotations and preparing purchase records.
• Monitor office supplies and coordinate ordering when required.
• Assist with staff administrative matters such as leave records, timesheets, and attendance records.
• Support document control, including recording incoming and outgoing documents.
• Ensure all documents are accurate, complete, properly formatted, and submitted on time.
• Perform other administrative duties as assigned by management.

Skills

Attention to detail

Organization

Communication

Teamwork

Proactive

Education

Diploma or certificate in related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Invoicing software

Job description

EDP Consultants Pte Ltd is seeking a reliable Admin Assistant to support daily administrative tasks and project coordination for our engineering team. You will handle quotations, claims, invoices, tender documents, and project submissions while liaising with engineers, clients, consultants, contractors, and suppliers.

Ideal candidates are detail-oriented, organized, and proactive, with solid MS Office skills and the ability to manage documentation, filing, and scheduling.