Project Admin Coordinator (5 months Contract)

Daifuku Mechatronics (S) Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading engineering firm in Singapore is seeking an Administrative Coordinator to manage project documentation, coordinate meetings, and support logistics activities. The ideal candidate should have proficiency in Microsoft Office and be comfortable communicating in both English and Japanese (JLPT N2/N3) to engage effectively with stakeholders. This role involves various administrative and operational tasks in a construction site environment.

Qualifications

• Ability to communicate in both English and Japanese to stakeholders.
• Comfortable working at construction sites.

Responsibilities

• Maintain and organize all project documentation.
• Coordinate and schedule meetings and take minutes.
• Handle general administrative duties like data entry and logistics.
• Support logistics coordination with forwarders and movers.
• Assist with financial processes including invoice handling.
• Coordinate and facilitate guest visits and appointments.
• Prepare and submit documentation for operational requirements.
• Maintain and update attendance records.
• Ensure site office environment is kept clean and organized.

Skills

Proficiency in Microsoft Office

English communication

Japanese communication (JLPT N2/N3)

Job description

Working Days/Hour

5.5 days, 8AM to 5PM

Location

Tampines

Duties and responsibilities

• Maintain and organize all project documentation, including contracts, drawings, reports, meeting minutes, and shipping documents. Ensure proper filing and archival both physically and digitally.
• Coordinate and schedule meetings, including sending invites, preparing agendas, and taking minutes.
• Handle general administrative duties such as data entry, photocopying, printing, and arranging logistics. Monitor and manage office and project-related supplies and equipment.
• Support logistics coordination, including liaising with forwarders and movers for material delivery and relocation. Arrange storage space and support planning for material move-in activities.
• Assist with financial processes including invoice handling, payment tracking, petty cash management, staff expense claims, and budget-related records. Prepare and submit purchase requests and vendor progress claims, with proper documentation and entry into the FACT accounting system.
• Coordinate and facilitate guest visits, including hotel and restaurant bookings, and arranging appointments with clients and contractors.
• Prepare and submit documentation for daily operational requirements, such as Permit to Work (PTW), Risk Assessments (RA), work permits, Safety Induction Cards (SIC), and staff claims.
• Maintain and update attendance records (including vendors) and staff leave schedules.
• Ensure the site office environment is kept clean, organized, and conducive to productivity.
• Perform any other ad-hoc duties as assigned.

Job Requirement

• Proficiency in Microsoft Office is required.
• Ability to communicate in both English and Japanese (JLPT N2/N3 level) to effectively communicate with stakeholders and our headquarters.
• Perform any additional duties as assigned to support the project team and operations.
• Comfortable working at construction sites.