Project Admin Executive

ALATAS SINGAPORE PTE LTD; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

ALATAS SINGAPORE PTE LTD is seeking a Project Department Admin Executive to provide administrative and coordination support to the Projects team. The role covers project documentation, scheduling, logistics coordination, and reporting to ensure crane services are delivered efficiently across the region.

You will collaborate with operations, procurement, HSE and finance to streamline workflows, maintain files, prepare tender documents, and support travel arrangements for project personnel.

Responsibilities

• Assist the Regional Projects Director and project managers in day-to-day project administration activities.
• Liaise with internal departments (operations, procurement, HSE, finance) to facilitate project workflow.
• Track project milestones and action items, following up with relevant stakeholders to ensure timely completion.
• Prepare and distribute project-related correspondence, meeting minutes, and internal communications.
• Support onboarding of new project personnel by coordinating inductions and access requirements.
• Maintain and organise project files, including contracts, work orders, variation orders, and permits.
• Ensure all project documentation is properly filed, version-controlled, and accessible to authorised personnel.
• Assist in preparing tender documents, proposals, and client presentations under the direction of senior staff.
• Track contract deadlines, renewals, and deliverables, providing timely reminders to the project team.
• Ensure compliance with company document control procedures and client requirements.
• Coordinate scheduling of crane operations, equipment mobilisation, and site deployment activities.
• Liaise with clients, vendors, and site teams to confirm operational schedules and resolve scheduling conflicts.
• Arrange logistics for equipment transportation, third-party services, and project materials.
• Monitor equipment availability and coordinate with the operations team to meet project timelines.
• Support travel and accommodation arrangements for project personnel as required.
• Compile, update, and maintain project status reports, dashboards, and trackers for management review.
• Gather data from site teams and internal systems to support weekly and monthly project reporting.
• Assist in preparing presentations and summaries for management and client meetings.
• Maintain accurate records of project costs, man-hours, and resource utilisation as directed.
• Identify and flag discrepancies or data gaps to the relevant project manager for resolution.

Job description

The Project Department Admin Executive provides essential administrative and coordination support to the Projects team at Alatas Crane Services. This role is responsible for ensuring smooth project documentation, scheduling, logistics coordination, and reporting processes, enabling the department to deliver crane and lifting services efficiently across the region.

Key Responsibilities

1. Project Coordination Support

• Assist the Regional Projects Director and project managers in day-to-day project administration activities.
• Liaise with internal departments (operations, procurement, HSE, finance) to facilitate project workflow.
• Track project milestones and action items, following up with relevant stakeholders to ensure timely completion.
• Prepare and distribute project-related correspondence, meeting minutes, and internal communications.
• Support onboarding of new project personnel by coordinating inductions and access requirements.

2. Document & Contract Management

• Maintain and organise project files, including contracts, work orders, variation orders, and permits.
• Ensure all project documentation is properly filed, version-controlled, and accessible to authorised personnel.
• Assist in preparing tender documents, proposals, and client presentations under the direction of senior staff.
• Track contract deadlines, renewals, and deliverables, providing timely reminders to the project team.
• Ensure compliance with company document control procedures and client requirements.

3. Scheduling & Logistics

• Coordinate scheduling of crane operations, equipment mobilisation, and site deployment activities.
• Liaise with clients, vendors, and site teams to confirm operational schedules and resolve scheduling conflicts.
• Arrange logistics for equipment transportation, third-party services, and project materials.
• Monitor equipment availability and coordinate with the operations team to meet project timelines.
• Support travel and accommodation arrangements for project personnel as required.

4. Reporting & Data Management

• Compile, update, and maintain project status reports, dashboards, and trackers for management review.
• Gather data from site teams and internal systems to support weekly and monthly project reporting.
• Assist in preparing presentations and summaries for management and client meetings.
• Maintain accurate records of project costs, man-hours, and resource utilisation as directed.
• Identify and flag discrepancies or data gaps to the relevant project manager for resolution.