Project Administrator

MARCO POLO SHIPYARD PTE. LTD.; Singapore; On-site; SGD 50,000 - 78,000; Full time

Job summary

MARCO POLO SHIPYARD PTE. LTD. is seeking an experienced Project Coordination professional to manage contract records and support the Project Management Department in a shipyard setting.

You will coordinate with Commercial, Procurement, Engineering, Finance, and Production, maintain logs, and ensure documentation controls, with travel to Batam Shipyard when required.

Qualifications

• Minimum 3 years in shipyard, marine, offshore or project coordination
• Diploma/Degree in Business, Engineering, Maritime Studies, PM, QS or related discipline
• Contract administration or project coordination experience preferred
• Familiar with project execution processes in shipyard, marine or offshore environment
• Able to coordinate with multiple departments and maintain trackers and records
• Strong coordination and communication skills

Responsibilities

• Administer and maintain project contract records, correspondences, and commercial documentation.
• Monitor contractual deliverables, obligations, milestones, notices, and submission timelines.
• Coordinate with Commercial, Procurement, Engineering, Finance, and Production departments.
• Maintain project change management and VO tracking logs.
• Prepare and track contractual letters, notices, clarification responses, and meeting records.
• Support progress claim documentation, back charges, EOT records, and contractual evidence compilation.
• Ensure all contract documents, amendments, and revisions are properly controlled and archived.
• Attend project meetings, commercial discussions, and coordination meetings when required.

Skills

Contract admin

Project coordination

Communication

Doc management

MS Office

SharePoint

Dashboards

Cross-functional collab

Education

Related discipline degree

Tools

SharePoint

MS Office Suite

Project management software

Job description

Key Responsibilities & Accountabilities:

• Administer and maintain project contract records, correspondences, and commercial documentation.
• Monitor contractual deliverables, obligations, milestones, notices, and submission timelines.
• Support overall Project Management Department administrative and coordination activities as required, including documentation, tracking, reporting, meeting coordination, and general project support functions.
• Coordinate with Commercial, Procurement, Engineering, Finance, and Production departments as required.
• Maintain project change management and Variation Order (VO) tracking logs.
• Prepare and track contractual letters, notices, clarification responses, and meeting records.
• Support progress claim documentation, back charges, extension of time (EOT) support records, and contractual evidence compilation.
• Ensure all contract documents, amendments, and revisions are properly controlled and archived.
• Support project close-out documentation and final account reconciliation.
• Attend project meetings, commercial discussions, and coordination meetings when required.
• Ensure compliance with company procedures, contractual requirements, and applicable shipbuilding standards.

Requirements:

• Minimum 3 years relevant experience in shipyard, marine, offshore, or project coordination environment.
• Experience in vessel newbuilding, repair, conversion, or project administration will be an advantage.
• Diploma or Degree in Business, Engineering, Maritime Studies, Project Management, Quantity Surveying, or related discipline.
• Contract administration or project coordination experience is preferred.
• Basic understanding of contract administration, project documentation, and commercial coordination.
• Familiar with project execution processes in shipyard, marine, or offshore environment.
• Able to coordinate with multiple departments and maintain proper project records and trackers.
• Proficient in Microsoft Office applications and familiar with digital document management, reporting, and project coordination tools.
• Familiar with document control systems, SharePoint, and project management systems.
• Ability to maintain trackers, dashboards, and contractual logs.
• Strong coordination and communication skills.
• Detail-oriented and able to manage multiple project interfaces.
• Able to work under tight project schedules and fast-paced shipyard environment.
• Able to support multiple functions across project management, commercial coordination, reporting, and general administrative activities as required.
• Need to travel to Batam Shipyard when required.
• Candidate with strong commercial awareness and project coordination mindset will be preferred.
• Experience supporting Project Management or PMO team is an added advantage.