Project Admin Executive

Pro-Matrix Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A project management firm in Singapore is seeking an Administrative Coordinator to provide essential support for project execution. You will collaborate with the Project Director and Manager to ensure project requirements are met and timelines adhered to. Responsibilities include communication with stakeholders, budget tracking, and documentation management. Experience with Autodesk Construction Cloud is a plus. This role requires strong organizational skills and a proactive approach to administrative efficiency.

Qualifications

• Good knowledge of project documentation.
• Experience in administrative processes as per ISO standards.

Responsibilities

• Collaborate with team leaders to understand project requirements.
• Facilitate communication with various stakeholders.
• Monitor project budgets and track expenses.
• Ensure effective scheduling and documentation management.

Skills

Project management coordination

Communication skills

Resource allocation

Administrative process improvement

Vendor negotiation

Budget monitoring

Documentation management

Digitalization project participation

Tools

Autodesk Construction Cloud (ACC)

Job description

• Collaborate with Project Director and/or Project Manager to understand the project requirements and timelines. Provides administrative support to project team, including project preliminaries, site setup, scheduling meetings, maintaining project documentation via digital platforms, project progress claim etc.
• Ensure seamless communication and coordination between different project stakeholders.
• Assist in resource allocation for projects, includes testing equipment and facilities.
• Coordinate with various departments internally to fulfil project resource needs.
• Administrative process improvement. Evaluate and enhance administrative processes according to ISO requirements to increase efficiency and effectiveness.
• Implement best practices in project administration to streamline workflow.
• Oversee the creation and maintenance of project documentation, including plans, schedules, reports in SharePoint. Ensure compliance and document management according to retention policies.
• Facilitate communication between project teams, management and other stakeholders (including Corporate Division).
• Assist Asst. Admin Manager/ Admin Manager to organize Weekly Project Operation Meeting, ensure effective communication and reporting.
• Collaborate with Project Director and/or Project Manager to monitor project budgets and work with Finance for payment plans. Track project-related expenses and assist in budget reconciliation. Report on budget variances and work on cost-saving initiatives.
• Liaise with vendors and suppliers for project-related services and supplies. Negotiate terms and conditions to ensure cost effectiveness and timely service. Evaluate vendor performance and address issues as needed.
• Actively participate in digitalization project as project members to contribute to the overall success of company transformation.
• Participate in ISO related activities as Steering Committee and Internal Auditor to ensure efficiency and effectiveness of the management systems.
• Good knowledge of project documentation.
• Good knowledge of Autodesk Construction Cloud (ACC).
• Provide ad-hoc supports to Division.