Project Administrator

YOUYI TECHNOLOGY PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading technology firm in Singapore is seeking a Project Administrator to manage project-related tasks and ensure efficient operations. You will coordinate communication with stakeholders, support inventory management, and assist in various administrative functions. The ideal candidate has robust experience in Project Administration or Logistics and excels in a collaborative environment. This role emphasizes service quality, attention to detail, and effective communication skills.

Qualifications

• At least 3 years relevant Project Administration and/or Logistics experience.
• Knowledge in IT and Biometric Systems.
• Familiar with inventory management and procurement processes.
• Knowledge of Import/Export regulations in Singapore is advantageous.
• Good written and verbal English skills.

Responsibilities

• Coordinate and administer routine support tasks and new project initiatives.
• Track and close all access-related requests to ensure security compliance.
• Assist the project team with Permit-to-Work submissions.
• Support inventory tracking and updates using Microsoft Dynamics 365.
• Provide monthly reports on equipment repair and return status.

Skills

Service quality mindset

Time management

Communication skills

Teamwork

Problem-solving

Education

Diploma in Business Administration

Tools

Microsoft Dynamics 365 (D365)

Salesforce

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Job Description & Requirements

Role

We are looking for a Project Administrator to coordinate and administer routine support tasks and new project initiatives. You will support the department in all project-related administrative and clerical duties, and communicate with internal or external parties to get things done.

Service Enablement

• Access Management & Compliance
  • Ensure timely submission, renewal, and follow-up of physical access clearance application forms.
  • Track and close all access-related requests to ensure compliance with site security protocols.
• Permit-to-Work (PTW) Coordination
  • Assist the project team with PTW submissions.
  • Liaise with Project Engineers to coordinate the receipt and verification of delivered goods.
• Inventory & Asset Management
  • Support inventory tracking and updates using Microsoft Dynamics 365 (D365) during the project phase.
  • Manage onsite and centralized storerooms, ensuring accurate documentation of stock movement.
  • Coordinate with the central warehouse team for deliveries and dispense spare parts to ground teams as needed.
• Vendor Coordination
  • Follow up with vendors on equipment repair and return (R&R) matters.
  • Provide monthly reports on R&R status to relevant stakeholders.
• Resource & Time Management
  • Assist in the monthly submission of standby allowances.
  • Support the allocation and tracking of project hours for team time clocking.
• Office & Facility Support
  • Liaise with the Office Manager to ensure support offices are stocked with necessary supplies.
  • Maintain cleanliness, accessibility, and readiness of support offices and storerooms.

Service Improvement

• Documentation & Process Support
  • Maintain and update documentation of workflows and operational processes.
  • Ensure records are accurate, accessible, and aligned with audit requirements.
• Tools Support
  • Support and administer CRM (Salesforce) enhancement, issue and requests.
• Training
  • Schedule and track training progress.
  • Conduct training.
• Vendor Management
  • Track vendor KPI attainment.
  • Register and track feedbacks.

Profile – Experience / qualifications / skills

• Demonstrates a strong service quality mindset, coupled with a keen sense of urgency in completing tasks efficiently.
• Capable of independently managing schedules and activities with minimal supervision.
• At least 3 years relevant Project Administration and/or Logistics experience, preferably in an MNC environment.
• Basic knowledge in IT and Biometric Systems.
• Familiar with inventory management and procurement processes.
• Knowledge in Microsoft applications including Word, Excel and PowerPoint.
• Experience in office administration duties will be a plus.
• Knowledge of Import/Export regulations in Singapore will be an advantage.
• Effective communication skills with experience in liaising with customers, subcontractors and overseas counterparts.
• Attention to details and being responsive is crucial for the success of this role.
• Do not mind getting his/her hands dirty to get the job done.
• Collaborative team player who actively seeks opportunities to improve processes and enhance operational efficiency.
• Good teamwork skills – communication, problem-solving, time management, issue management, critical thinking.
• Good written and verbal skills in English.
• Diploma in Business Administration or related field, or possesses equivalent practical experience.

Travel requirements

• May require travelling between client site to support the BAU team when required.