Project Administrator

Trades Workforce Solutions; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A construction company in Singapore is seeking a Project Administrator/Coordinator to prepare and maintain project documentation, assist in submissions to various authorities, and ensure proper filing. The ideal candidate should have 1–3 years of experience in the industry, be proficient in Microsoft Excel and Word, and possess strong coordination and communication skills. The role offers a permanent position with a basic salary of up to $3,500 plus bonuses.

Qualifications

• 1–3 years of relevant experience in construction or interior design industry preferred.
• Proficient in Microsoft Excel, Word, and project tracking tools.
• Strong coordination and communication skills with internal teams and external parties.

Responsibilities

• Prepare, organize, and maintain project documentation and ensure proper filing.
• Assist with submissions of permits and documents to authorities.
• Track and follow up on quotations and invoice approvals.
• Coordinate material orders and deliveries to site.
• Maintain project schedules and management reports.
• Support tender and contract documentation.
• Liaise between office, site supervisors, and clients.
• Assist in preparing progress claims and completion reports.

Skills

Microsoft Excel

Microsoft Word

Project tracking tools

Coordination skills

Communication skills

Job description

Job Description

Industry/ Organization Type: Construction

Position Title: Project Administrator / Coordinator

Working Location: Kaki Bukit

Working Hours: 6 days (Mon – Sat, 9.00am – 6.00pm; Sat WFH)

Salary Package: Basic salary up to $3,500 + AWS + Variable Bonus

Duration: Permanent Role

Key Responsibilities

• Prepare, organize, and maintain project documentation (files, drawings, correspondence) and ensure proper filing/record-keeping.
• Assist with submissions of permits, drawings, and documents to consultants, architects, and relevant authorities (e.g. BCA, SCDF, HDB).
• Track and follow up on quotations, purchase orders (PO), delivery orders (DO), and invoice approvals; verify invoices against delivery records and site usage prior to submission for payment.
• Source suppliers/subcontractors, obtain price quotations, and maintain an updated list of vendors/subcontractors and materials used for each project.
• Coordinate material orders and deliveries, and support timely delivery of materials to site.
• Maintain project schedules, materials tracking lists, progress reports, and project progress photo records for management reporting.
• Support tender and contract documentation, including quotations, work orders, and variation orders.
• Coordinate with consultants and follow up to ensure timely submission of required reports and certifications.
• Liaise between office, site supervisors, and clients to coordinate project activities; arrange site access and ensure key documents are available on-site.
• Assist in preparing progress claims, monthly progress billing, completion reports, and defect lists; track claim submissions and maintain budget/cost tracking sheets.
• Support the Project Manager in coordinating meeting schedules, preparing minutes, following up on action items, and monthly reporting.
• Coordinate with the accounts team on supplier payments and reimbursements.
• Perform other administrative or operational duties as assigned.

Qualifications

• 1–3 years of relevant experience in construction or the interior design industry is preferred.
• Proficient in Microsoft Excel, Word, and project tracking tools.
• Strong coordination and communication skills with internal teams and external parties.
  • Basic accounting knowledge (PO, DO, invoicing) is an advantage.