Project Admin Executive

TECHLEAD TECHNOLOGY PTE. LTD.; Singapore; On-site; SGD 33,000 - 56,000; Full time

Job summary

TECHLEAD TECHNOLOGY PTE. LTD. is seeking a Project Admin to provide administrative and coordination support to the Engineering and Project teams, ensuring smooth project documentation, billing, claims, and day-to-day operations.

You will prepare payment claims and invoices, manage documents, coordinate with Finance, Procurement, HR, and Engineering, and assist with reports, schedules, and filing. Occasional travel to the Tampines site office and weekly presence at the Northstar @ AMK office are

Qualifications

• Diploma or equivalent qualification in business/related field.
• Experience in project/engineering administration is advantageous.
• Experience with progressive payment claims and invoices preferred.
• Proficient in MS Excel, Word, Outlook.

Responsibilities

• Provide administrative support to Engineering and Project teams.
• Prepare and submit progressive payment claims and invoices.
• Maintain project documentation, contracts, and invoices.
• Coordinate with Finance, Procurement, HR, and Engineering on admin matters.
• Travel to Tampines site office weekly as required.
• Monitor deadlines for submissions and deliverables.
• Handle staff expense claims and document submissions.

Skills

Administrative support

Documentation management

Communication skills

Excel

Organization skills

Education

Diploma in Business Admin

Tools

Excel

Word

Outlook

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.