IT Project Administrator [Immediate Starter]

IDEMIA SINGAPORE PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A global technology company in Singapore seeks a Project Administrator to streamline operations and ensure compliance with security protocols. The ideal candidate holds a degree in Business Administration, has over 3 years of relevant experience, is proficient in Microsoft Office and inventory management, and possesses strong communication skills. This role involves supporting various operational tasks and may require site visits for effective project management.

Qualifications

• 3 years of relevant Project Administration experience, preferably in an MNC environment.
• Meticulous and actively seeks opportunities to improve operational efficiency.
• May require travelling between client sites to support the BAU team when required.

Responsibilities

• Ensure timely submission, renewal, and follow-up of access clearance application forms.
• Assist the project team with Permit-to-Work submissions.
• Support inventory tracking using Microsoft Dynamics 365 during the project phase.
• Follow up with vendors on equipment repair and return matters.
• Assist in the monthly submission of standby allowances.
• Maintain and update documentation of workflows and operational processes.

Skills

Strong communication skills

Proficient in Microsoft Office Suite

Inventory management

Project Administration

Education

Degree/Diploma in Business Administration or related field

Tools

Microsoft Dynamics 365

Salesforce

Job description

Key Responsibilities

Service Enablement

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 (D365) 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 description

• Degree/Diploma in Business Administration or related field or possesses equivalent practical experience.
• At least 3 years’ relevant Project Administration experience, preferably in an MNC environment.
• 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.