IT Project Administrator

Idemia; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A cutting-edge identity technology firm in Singapore is seeking a Project Administrator to coordinate and administer support tasks for various projects. The ideal candidate should have at least 3 years of relevant experience, strong communication skills, and proficiency in Microsoft Office Suite and inventory management tools. This role involves tracking inventory, liaising with vendors, and ensuring compliance with project procedures. Join us to contribute to innovative identity technologies in a fast-paced environment.

Qualifications

• At least 3 years of relevant Project Administration and/or Logistics experience, preferably in an MNC environment.
• Strong service quality mindset and urgency in completing tasks.
• Capable of managing schedules with minimal supervision.

Responsibilities

• Coordinate and administer routine support tasks and new project initiatives.
• Ensure timely submission and follow-up of access clearance application forms.
• Support inventory tracking and manage stock movement.

Skills

Strong communication skills

Service quality mindset

Proficiency in Microsoft Office Suite

Inventory management knowledge

Ability to work independently

Education

Diploma in Business Administration or related field

Tools

Microsoft Dynamics 365

Salesforce

Job description

Since our founding, IDEMIA has been on a mission to unlock the world and make it safer through our cutting‑edge identity technologies. Our technology leadership makes us the partner of choice for hundreds of governments and thousands of enterprises in over 180 countries, including some of the biggest and most influential brands in the world.

Our teams work from 5 continents and speak 100+ different languages. We strongly believe that our diversity is a key driver of innovation and performance.

Purpose

We are looking for a Project Administrator to coordinate and administer routine support tasks and new project initiatives. You will support the department in all project‑related administrative and clerical duties, and communicate with internal or external parties to get things done.

1. Access Management & Compliance

• Ensure timely submission, renewal, and follow‑up of physical access clearance application forms.
• Track and close all access‑related requests to ensure compliance with site security protocols.

2. Permit‑to‑Work (PTW) Coordination

• Assist the project team with PTW submissions.
• Liaise with Project Engineers to coordinate the receipt and verification of delivered goods.

3. Inventory & Asset Management

• Support inventory tracking and updates using Microsoft Dynamics 365 during the project phase.
• Manage onsite and centralized storerooms, ensuring accurate documentation of stock movement.
• Coordinate with the central warehouse team for deliveries and dispense spare parts to ground teams as needed.

4. Vendor Coordination

• Follow up with vendors on equipment repair and return (R&R) matters.
• Provide monthly reports on R&R status to relevant stakeholders.

5. Resource & Time Management

• Assist in the monthly submission of standby allowances.
• Support the allocation and tracking of project hours for team time clocking.

6. Office & Facility Support

• Liaise with the Office Manager to ensure support offices are stocked with necessary supplies.
• Maintain cleanliness, accessibility, and readiness of support offices and storerooms.

Service Improvement

1. Documentation & Process Support

• Maintain and update documentation of workflows and operational processes.
• Ensure records are accurate, accessible, and aligned with audit requirements.

2. Tools Support

• Support and administer CRM (Salesforce) enhancement, issue and requests.

3. Training

• Schedule and track training progress.
• Conduct training.

4. Vendor Management

• Track vendor KPI attainment.
• Register and track feedbacks.

Profile & Other Information

• Demonstrates a strong service quality mindset, coupled with a keen sense of urgency in completing tasks efficiently and do not mind getting their hands dirty to get the job done.
• Capable of independently managing schedules and activities with minimal supervision.
• Strong communication skills and responsive.
• Meticulous and actively seeks opportunities to improve operational efficiency.
• Proficient in Microsoft Office Suite, familiar with inventory management and procurement processes.
• May require travelling between client site to support the BAU team when required.
• At least 3 years relevant Project Administration and / or Logistics experience, preferably in an MNC environment.
• Diploma in Business Administration or related field, or possesses equivalent practical experience.