Project Administrator

Pro-Matrix Pte Ltd; Singapore; On-site; SGD 42,000 - 62,000; Full time

Job summary

Pro-Matrix Pte Ltd in Singapore is seeking a Project Administrator to support project teams across a range of initiatives. You will handle administrative preliminaries, site setup, scheduling, documentation management via digital platforms, and assist in budget tracking and cost-saving initiatives.

You will coordinate with Project Directors/Managers and multiple departments, ensure timely reporting, maintain SharePoint documents, and drive process improvements in line with ISO requirements while

Qualifications

• Experience in project administration or coordination environments.
• Familiarity with document control and ISO requirements.
• Proficient in Microsoft 365 tools including SharePoint.

Responsibilities

• Collaborate with Project Director/Manager to understand requirements and timelines.
• Provide administrative support to project team including site setup and meetings scheduling.
• Maintain project documentation via digital platforms and SharePoint.
• Coordinate communication between project stakeholders and internal departments.
• Assist in resource allocation and budget tracking; support cost-saving initiatives.
• Oversee documentation creation and updates, ensuring retention policy compliance.
• Facilitate project communications and reporting with management and Corporate Division.
• Assist in organizing Weekly Project Operation Meetings and reporting.
• Negotiate with vendors for services and monitor vendor performance.
• Participate in digitalization projects as part of company transformation.

Skills

Project coordination

Administrative support

Budget monitoring

Vendor management

Document management

SharePoint

ISO compliance

Digitalization projects

Cross-team communication

ACC (Autodesk Construction Cloud)

Tools

Autodesk Construction Cloud (ACC)

SharePoint

Job description

• Collaborate with Project Director and/or Project Manager to understand the project requirements and timelines. Provides administrative support to project team, including project preliminaries, site setup, scheduling meetings, maintaining project documentation via digital platforms, project progress claim and etc.
• Ensure seamless communication and coordination between different project stakeholders.
• Assist in resource allocation for projects, includes testing equipment and facilities.
• Coordinate with various departments internally to fulfil project resource needs.
• Administrative process improvement. Evaluate and enhance administrative processes according to ISO requirements to increase efficiency and effectiveness.
• Implement best practices in project administration to streamline workflow.
• Oversee the creation and maintenance of project documentation, including plans, schedules, reports in SharePoint. Ensure compliance and document management according to retention policies.
• Facilitate communication between project teams, management and other stakeholders (including Corporate Division).
• Assist Asst. Admin Manager/ Admin Manager to organize Weekly Project Operation Meeting, ensure effective communication and reporting.
• Collaborate with Project Director and/or Project Manager to monitor project budgets and work with Finance for payment plans. Track project-related expenses and assist in budget reconciliation. Report on budget variances and work on cost-saving initiatives.
• Liaise with vendors and suppliers for project-related services and supplies. Negotiate terms and conditions to ensure cost effectiveness and timely service. Evaluate vendor performance and address issues as needed.
• Actively participate in digitalization project as project members to contribute to the overall success of company transformation.
• Good knowledge of project documentation.
• Good knowledge of Autodesk Construction Cloud (ACC).
• Provide ad-hoc supports to Division