Project Admin

SPCO HOLDINGS PTE. LTD.; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

SPCO HOLDINGS PTE. LTD. in Singapore is seeking a Project Administrator to manage documentation, coordination, and daily administrative tasks across project teams. The role involves maintaining records, coordinating meetings, and supporting site access and compliance activities.

The ideal candidate will handle document control, reporting, procurement support, and correspondence with clients, contractors, and suppliers, ensuring confidentiality and adherence to procedures.

Responsibilities

• Maintain and update project files, records, drawings, reports, and correspondence.
• Ensure all project documents are properly filed and easily retrievable.
• Control document versions and maintain document registers.
• Coordinate with Project Managers, Engineers, Supervisors, subcontractors, and other departments.
• Arrange project meetings, prepare agendas/minutes, and follow up on action items.
• Assist with daily project administrative requirements.
• Maintain project manpower records, attendance, leave, and timesheets.
• Coordinate worker deployment, onboarding, and site access requirements.
• Assist with work permit, medical, training, and site documentation where required.
• Assist with purchase requests, quotations, purchase orders, and delivery tracking.
• Coordinate with suppliers and follow up on material deliveries.
• Maintain records of project-related purchases and expenses.
• Prepare daily, weekly, and monthly project reports.
• Update project progress, manpower, material, and outstanding-item trackers.
• Assist in preparing presentations and management reports.
• Handle project-related emails, letters, notices, and other correspondence.
• Maintain proper records of communications with clients, contractors, and suppliers.
• Maintain project HSE, inspection, permit, training, and compliance records.
• Assist in ensuring required documents are available for audits and inspections.
• Follow company and project-specific procedures and requirements.
• Manage office supplies, meeting arrangements, and other project administrative matters.
• Support the Project Manager and project team with ad-hoc administrative tasks.
• Maintain confidentiality of project and company information.

Job description

Project Administrator - Roles & Responsibilities

Project Documentation

• Maintain and update project files, records, drawings, reports, and correspondence.
• Ensure all project documents are properly filed and easily retrievable.
• Control document versions and maintain document registers.

Project Coordination

• Coordinate with Project Managers, Engineers, Supervisors, subcontractors, and other departments.
• Arrange project meetings, prepare agendas/minutes, and follow up on action items.
• Assist with daily project administrative requirements.

Manpower & Attendance

• Maintain project manpower records, attendance, leave, and timesheets.
• Coordinate worker deployment, onboarding, and site access requirements.
• Assist with work permit, medical, training, and site documentation where required.

Purchase & Material Coordination

• Assist with purchase requests, quotations, purchase orders, and delivery tracking.
• Coordinate with suppliers and follow up on material deliveries.
• Maintain records of project-related purchases and expenses.

Project Reporting

• Prepare daily, weekly, and monthly project reports.
• Update project progress, manpower, material, and outstanding-item trackers.
• Assist in preparing presentations and management reports.

Communication & Correspondence

• Handle project-related emails, letters, notices, and other correspondence.
• Maintain proper records of communications with clients, contractors, and suppliers.

Compliance & Safety Documentation

• Maintain project HSE, inspection, permit, training, and compliance records.
• Assist in ensuring required documents are available for audits and inspections.
• Follow company and project-specific procedures and requirements.

General Administration

• Manage office supplies, meeting arrangements, and other project administrative matters.
• Support the Project Manager and project team with ad-hoc administrative tasks.
• Maintain confidentiality of project and company information.