Project Administrator

Mitsubishi Electric Asia Pte Ltd; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

Mitsubishi Electric Asia Pte Ltd in Singapore is seeking a detail-oriented Project Administrator to manage documentation, claims, and tender support across engineering projects.

The role requires 1–3 years of experience in project administration, strong Microsoft Office skills, and the ability to coordinate with multiple stakeholders in a fast-paced environment. You will maintain records, prepare reports, and support maintenance contract activities throughout project lifecycles.

Qualifications

• Diploma or Degree in Building Services, Engineering, PM, Business Administration, or related discipline.
• 1–3 years of experience in project administration or document control; fresh grads welcome.
• Familiarity with engineering projects, maintenance contracts, tender processes.
• Ability to interpret technical drawings and building systems documentation (advantage).
• Proficient in Microsoft Office applications.
• Strong organizational, communication, and stakeholder management skills.
• Self-motivated and able to handle multiple priorities in a fast-paced environment.

Responsibilities

• Manage and maintain project documentation, correspondence, records, and document control systems.
• Ensure timely submission, tracking, and distribution of project documents in compliance with ISO requirements.
• Prepare reports, progress updates, meeting minutes, and project-related documentation.
• Act as the department's document controller, handling confidential and controlled documents.
• Coordinate project logistics, stakeholder communications, and administrative activities.
• Support administration of ongoing projects and maintenance contract renewals.
• Prepare monthly progress claims, cost reports, backlog reports, and variation orders.
• Monitor renewals, outstanding payments, and customer billing.
• Coordinate parts procurement, service documentation, vendor invoices, and sales orders.
• Support customer and vendor account creation and records.
• Prepare Operation & Maintenance Manuals (OMM) and handover documentation for project completion.
• Support tender submissions with technical documents, catalogues, specifications, and submission packages.
• Review technical drawings and prepare I/O point schedules and breakdowns.
• Assist in preparation of ACMV, BMS, M&E, as-built, and system architecture drawings.
• Support solution teams with documentation during bidding and execution.

Skills

Organizational skills

Communication skills

Stakeholder management

Attention to detail

Education

Diploma or Degree in Building Services, Engineering, Project Management, Business Administration, or related discipline

Tools

Microsoft Office

Job description

Responsibilities

Project Administration & Document Control

• Manage and maintain project documentation, correspondence, records, and document control systems.

• Ensure timely submission, tracking, and distribution of project documents in compliance with company and ISO requirements.

• Prepare project reports, progress updates, meeting minutes, and project-related documentation.

• Act as the department's document controller, ensuring proper management of confidential and controlled documents.

• Coordinate project logistics, stakeholder communications, and administrative activities throughout the project lifecycle.

Projects & Maintenance Contract Support

• Support the administration of ongoing projects and maintenance contract renewals.

• Prepare monthly progress claims, cost reports, backlog reports, and variation order documentation.

• Monitor contract renewals, outstanding payments, and customer billing activities.

• Coordinate parts procurement, service documentation, vendor invoices, and sales order processing.

• Support customer and vendor account creation and maintain accurate records.

• Prepare Operation & Maintenance Manuals (OMM) and handover documentation for project completion.

Tender & Technical Support

• Support tender submissions by preparing technical documents, catalogues, specifications, and submission packages.

• Review technical drawings and prepare I/O point schedules and breakdowns.

• Assist in the preparation of ACMV, BMS, M&E, as-built, and system architecture drawings.

• Support solution teams with documentation and coordination activities during project bidding and execution.

Requirements

• Diploma or Degree in Building Services, Engineering, Project Management, Business Administration, or a related discipline.

• 1-3 years of experience in project administration, document control, maintenance coordination, or engineering support. Fresh graduates with relevant engineering exposure are welcome to apply.

• Familiarity with engineering projects, maintenance contracts, technical documentation, and tender processes.

• Ability to interpret technical drawings and building systems documentation is advantageous.

• Proficient in Microsoft Office applications.

• Strong organizational, communication, and stakeholder management skills.

• Self-motivated, detail-oriented, and able to manage multiple priorities in a fast-paced environment.