PROJECT ADMIN COORDINATOR

SING TATT CONSTRUCTION PTE. LTD.; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

SING TATT CONSTRUCTION PTE. LTD. is seeking a Project Administrator/Coordinator to provide administrative, documentation, and procurement support to ensure timely project execution in Singapore.

You will work closely with the Project Manager, clients, consultants, contractors, suppliers, and authorities to keep projects on track. This role focuses on document control, meeting coordination, progress reporting, and site logistics.

Responsibilities

• Maintain, organize, and update all project documents with proper filing and version control.
• Coordinate with clients, consultants, contractors, suppliers, and internal teams on project matters.
• Arrange project meetings, site meetings, site visits, inspections, and prepare minutes.
• Monitor schedules, progress trackers, and prepare status and handover reports.
• Assist with procurement: obtain quotations, submit bids, process purchase orders, and track deliveries.
• Coordinate manpower, materials, equipment, deliveries, and site-related resources.
• Prepare quotations, proposals, and financial documents; assist with invoices and payments.
• Assist in permit applications, PTW, authority submissions, and maintain compliance docs.
• Prepare project emails, letters, notices, and other correspondence; provide general support.
• Perform any other duties as assigned by management and ensure safety and policies compliance.

Job description

Job Purpose

The Project Administrator / Project Coordinator is responsible for providing administrative, documentation, procurement, coordination, and operational support to ensure the smooth and timely execution of projects. The employee will work closely with the Project Manager, project team, clients, consultants, contractors, suppliers, and relevant authorities.

Duties and Responsibilities

1. Project Documentation and Administration
   Maintain, organize, and update all project documents, records, correspondence, and files. Ensure proper filing, document control, version control, and timely retrieval of project information. Prepare, compile, distribute, and submit documents to clients, consultants, contractors, suppliers, and relevant authorities as required.
2. Project Coordination
   Coordinate and follow up with clients, consultants, contractors, suppliers, and internal teams on project-related matters. Assist the Project Manager and project team with daily project administration, work coordination, outstanding matters, and general project requirements.
3. Meetings and Site Activities
   Arrange project meetings, site meetings, site visits, inspections, and other project activities. Prepare meeting minutes, attendance records, and action-item lists where required, and follow up with relevant parties to ensure outstanding actions are completed within the required timeframe.
4. Project Progress and Reporting
   Monitor and update project schedules, progress trackers, status reports, handover reports, and other project records. Assist in compiling project progress information and preparing reports and submissions for management, clients, consultants, and other relevant parties.
5. Procurement and Supplier Coordination
   Assist with procurement activities, including obtaining and comparing quotations, preparing quotation submissions, purchase orders, and related documents. Coordinate with suppliers regarding pricing, material availability, delivery schedules, and other procurement requirements. Monitor and follow up on material deliveries to ensure timely delivery to site.
6. Work and Site Coordination
   Coordinate work arrangements with site personnel, contractors, suppliers, and internal teams. Assist in coordinating manpower, materials, equipment, deliveries, and other resources required for project operations. Follow up on site requirements and promptly highlight outstanding issues to the Project Manager or relevant person-in-charge.
7. Commercial and Financial Administration
   Prepare and submit quotations, proposals, and other commercial documents as required. Assist with invoice submission, payment follow-ups, expense tracking, purchase orders, and maintaining proper financial and supporting records.
8. Permits and Compliance
   Assist in preparing and coordinating permit applications, PTW (Permit to Work), authority submissions, inspection documentation, approvals, and other project compliance requirements. Ensure relevant documents are properly maintained and submitted within the required timeframe.
9. Correspondence and General Support
   Prepare project-related emails, letters, notices, reports, submissions, and other correspondence. Provide general administrative and coordination support to the Project Manager and project team as required.
10. Other Duties
    Perform any other reasonable duties and responsibilities assigned by Management or the reporting manager from time to time. The employee is expected to comply with the Company's policies, procedures, safety requirements, and reasonable instructions and to cooperate with all relevant parties to support the successful completion of project works.