Project Admin Executive

Techlead Technology Pte Ltd; Singapore; On-site; SGD 3,200 - 5,200; Full time

Job summary

Techlead Technology Pte Ltd invites applications for a Project Admin to support engineering and project teams with administrative tasks, billing, and documentation.

The role involves preparing payment claims and invoices in line with project milestones, maintaining accurate records, and ensuring timely submissions. Weekly travel to Tampines site office (VSMC) may be required, with main office at Northstar @ AMK.

Qualifications

• Diploma or equivalent qualification in Business Administration, Engineering, Accounting, Project Management, or related field.
• Experience in project administration or engineering administration is an advantage.
• Excellent documentation control and records management.
• Strong communication and coordination skills.
• Willing to travel to Tampines site weekly.

Responsibilities

• Provide administrative support to Engineering and Project teams.
• Prepare and submit progressive payment claims to customers according to milestones and contractual requirements.
• Prepare invoices, delivery orders, quotations, and related project documentation.
• Follow up on payment claims, invoice status, and supporting documents with customers and internal teams.
• Maintain filing and records for project documents, contracts, invoices, claims, and correspondence.
• Assist engineers and project personnel in preparing reports, submissions, schedules, and related docs.
• Coordinate with Finance, Procurement, HR, Engineering on project admin matters.
• Handle staff expense claims and ensure receipts are submitted for approval.
• Track staff claims, project expenses, and related docs.
• Assist with data entry, document control, printing, scanning, and general admin duties.
• Monitor deadlines for submissions, payment claims, invoices, and other deliverables.
• Communicate with customers, suppliers, subcontractors, and internal stakeholders as needed.
• Perform other admin and project coordination duties as assigned by Management or Engineering.
• Required to be stationed at Tampines site office once a week, or as project needs.
• Main office location will be at Northstar @ AMK.

Skills

Microsoft Excel

Documentation management

Communication

Independent working

Education

Diploma or equivalent qualification

Tools

MS Office

Job description

Job Responsibilities

The Project Admin will provide administrative and coordination support to the Engineering and Project teams to ensure smooth project documentation, billing, claims, and day to day operations.

Key responsibilities include:

• Provide administrative support to the Engineering and Project teams.
• Prepare and submit progressive payment claims to customers according to project milestones and contractual requirements.
• Prepare invoices, supporting documents, delivery orders, quotations, purchase related documents, and other project documentation as required.
• Follow up on payment claims, invoice status, supporting documents, and outstanding matters with customers and internal departments.
• Maintain proper filing and records for project documents, contracts, purchase orders, invoices, claims, and correspondence.
• Assist engineers and project personnel in preparing reports, submissions, schedules, and other project related documentation.
• Coordinate with Finance, Procurement, HR, Engineering, and other departments on project administrative matters.
• Handle staff expense claims and ensure supporting receipts and documents are properly submitted for approval and payment processing.
• Track and maintain records of staff claims, project expenses, and related documentation.
• Assist with data entry, document control, printing, scanning, filing, and general administrative duties.
• Monitor deadlines for submissions, payment claims, invoices, and other project deliverables.
• Communicate with customers, suppliers, subcontractors, and internal stakeholders where required.
• Perform other administrative and project coordination duties assigned by Management or the Engineering Department.
• Required to be stationed at the Tampines site office (VSMC) once a week, or as required based on project needs.
• Main office location will be at Northstar @ AMK.

Requirements

• Diploma or equivalent qualification in Business Administration, Engineering, Accounting, Project Management, or a related field.
• Previous experience in project administration, engineering administration, construction, semiconductor, or a related industry is an advantage.
• Experience preparing progressive payment claims and invoices will be preferred.
• Good knowledge of Microsoft Excel, Word, Outlook, and general office applications.
• Able to organise and maintain accurate documentation and records.
• Good communication and coordination skills.
• Detail oriented, responsible, and able to meet deadlines.
• Able to work independently while supporting multiple engineers or projects.
• Comfortable working in a fast-paced project environment.
• Willing and able to travel to and work from the Tampines site office (VSMC) at least once a week.