Project Admin Executive

KYOOB ARCHITECTS PTE. LTD.; Singapore; On-site; SGD 35,000 - 52,000; Full time

Job summary

Kyoob Architects Pte. Ltd. is hiring a Project Admin Executive in Singapore to own day-to-day project administration and documentation, including submissions, EOIs, tender documents, and fee proposals. The role also supports general office tasks and HR coverage when needed.

You will liaise with project directors, clients, consultants, and site staff to ensure deadlines are met and records are well maintained for audit readiness.

Qualifications

• Requires 2+ years in project administration or admin operations, preferably in architecture/construction.
• Strong documentation skills and ability to manage multiple deadlines and stakeholders.
• Proficient in English with excellent communication and interpersonal abilities.

Responsibilities

• Prepare and coordinate submissions, EOIs, tender documents, and fee proposals.
• Manage project correspondence and maintain key records for audit readiness.
• Coordinate with project directors/architects on deadlines and admin requirements.
• Liaise with clients, consultants, and site staff on project matters and accounts.
• Maintain structured filing and document control for traceability.
• Support ISO 9001 & ISO 14001 audit preparations with organized documents and trackers.
• Provide office admin help and HR coverage when required, including timesheets and payroll support.

Skills

Project administration

Documentation

Stakeholder coordination

English proficiency

Time management

Attention to detail

Education

O Level / Diploma / Degree in Accounting or HR

Tools

Microsoft Office

Job description

Role summary

Kyoob is hiring a Project Admin Executive to own day-to-day project administration and documentation — including authority submissions, EOIs, tender documentation, fee proposals, and audit readiness — while also supporting general office administration and providing HR coverage when required.

What you’ll do (project administration — main scope)

• Prepare and coordinate authority submissions, EOIs, tender documents, and fee proposals
• Manage project correspondence: letters, emails, and key records
• Liaise with project directors and/or architects on project administration requirements and deadlines
• Coordinate with clients, consultants, and site staff on project-related matters and project accounts
• Maintain structured filing and document control (softcopy and hardcopy) to ensure traceability and audit readiness
• Support ISO 9001 & ISO 14001 audit preparations by coordinating documents, trackers, and internal checks

Office admin & HR coverage (when required)

• Manage phone calls and emails
• Schedule meetings and appointments; coordinate calendars and meeting logistics
• Liaise with vendors (including printers) and support procurement/coordination tasks
• Support HR operations for project site staff, including:timesheets and payroll supportleave, leave compensation, and benefits coordination
• Support ad-hoc assignments and office improvements as needed

Requirements

• Minimum O Level / Diploma / Degree in Accounting, Human Resource Management, or equivalent
• At least 2 years’ experience in project administration and/or administrative operations (architecture/construction industry experience is preferred)
• Comfortable working with deadlines, submissions, and multiple stakeholders
• Strong organisation and follow-through; reliable document control habits
• Proficient in spoken and written English
• Proficient in Microsoft Office (Excel/Word/PowerPoint)
• Strong communication and interpersonal skills
• High integrity, responsibility, and a collaborative working style

About Kyoob

Kyoob is a Singapore-based architectural design practice delivering projects in Singapore. We work collaboratively across project teams, with a strong emphasis on clear documentation, reliable systems, and thoughtful coordination.

Why Kyoob

• Team-first culture: supportive colleagues and cross-office collaboration
• Meaningful work: exposure to real project delivery, submissions, and client-facing coordination
• Systems and standards: a role that values clarity, documentation, and continuous improvement
• Growth opportunities: learn across project operations, admin, and HR support