Project Admin

ARUP SINGAPORE PRIVATE LIMITED; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

ARUP SINGAPORE PRIVATE LIMITED seeks a Project Administrator to support our Singapore projects, coordinating activities, handling documentation, and ensuring smooth collaboration across teams. The role focuses on assisting project managers and stakeholders in a dynamic environment.

This fixed-term contract for two years offers exposure to large-scale consulting projects, with opportunities to streamline processes, manage travel arrangements, onboarding, and meeting logistics while maintaining

Qualifications

• Advanced proficiency in Outlook and Word with intermediate Excel skills.
• Strong attention to detail, document formatting and QA.
• Ability to organise tasks across multiple teams and stakeholders.

Responsibilities

• Coordinate project activities, manage docs, and ensure team collaboration.
• Support timesheets, expenses, invoicing and financial systems.
• Arrange travel, visas and accommodation per policies.
• Assist onboarding and IT setup, maintain records and workflows.
• Provide meeting and workshop logistics support and ISO compliance.

Skills

Outlook

Word

Excel

PowerPoint

Teams

Attention to detail

Quality assurance

Organisation

Job description

Joining Arup
Arup’s purpose, shared values and collaborative approach have set us apart for 80 years, guiding how we shape a better world.

We are seeking a Project Administrator to join our Singapore office, providing administrative support for our projects. The role will support project delivery by coordinating project activities, managing documentation, and ensuring smooth collaboration across teams. The successful candidate will demonstrate strong organisational and problem-solving skills, ahigh level of professionalism, and the ability to work effectively with project managers, team members, and stakeholders in a dynamic project environment.

This is a contract fixed-term role for 2 years, renewable.

The Opportunity

• Commercial support including weekly monitoring of timesheets, project expenses and time transfers, providing support on financial and group management systems to ensure actions are updated and completed, and assisting with the preparation of monthly invoicing.
• Formatting and compiling documents from small to medium-sized Group project documents in line with Arup standards and Corporate Style Guidelines, managing information and document workflows, maintaining filing structures and naming conventions, and supporting project teams with information management processes.
• Provide support on travel arrangements and procedures in line with both Arup and client’s travel policies including the approval process and liaising with Arup’s travel management company on ticket issuance, visa arrangements and accommodation bookings.
• Assist in coordinating staff onboarding and inductions in line with client protocols, manage onboarding records, and liaise with Arup and client administrators to support IT setup requirements.
• Provide administrative support for meetings and workshops logistics, respond to team enquiries, ensure quality and accuracy of work, and maintain compliance with ISO standards requirements.

Is this role right for you?

• Minimum of 2-4 years' experience in a consulting, engineering, built environment or similarly complex professional services organisation, with confidence working across multiple teams and stakeholders.
• Advanced proficiency in Outlook and Word, with intermediate skills in Excel, PowerPoint and Teams, complemented by strong attention to detail, document formatting, proofreading and quality assurance.
• Foundational understanding of HSE practices, with the ability to identify risks, non-compliance issues or specific requirements and take appropriate action in accordance with established processes and procedures.
• Good understanding of processes, guidelines and work instructions, with the ability to apply them effectively.
• Planning, prioritisation and delivery focus: Ability to organise competing tasks, meet deadlines, follow processes, seek the right approvals and deliver accurate outcomes in a fast-paced, matrix environment.
• A growth mindset, openness to new technology and ways of working, willingness to seek and apply feedback, and the ability to adapt positively to changing business needs.