PROJECT ADMINISTRATOR & SECRETARY

CLARITY E&C PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading engineering company in Singapore is seeking an experienced individual for the Secretarial and Administrative Support role. This position involves preparing reports, managing correspondence, and overseeing document control for a large CAPEX project. The ideal candidate should possess strong administrative skills, experience with document management systems, and effective communication abilities. A background in office administration and familiarity with large projects are essential for this role.

Qualifications

• Secretarial or Office Administration qualifications & Administration experience.
• Experience within large CAPEX projects, at the client side.
• Strong administrative background, experience as document controller / technical clerk or technical assistant.

Responsibilities

• Prepare expense reports and purchase orders.
• Arrange meetings and organize equipment requirements.
• Oversee the correspondence filing for project documents.
• Manage project documents and drawings.
• Ensure training compliance of the team.

Skills

Secretarial or Office Administration qualifications

Experience within large CAPEX projects

Strong administrative background

Strong knowledge of Excel

Strong knowledge of PowerPoint

Strong knowledge of Word

Good knowledge of English

Proven time management skills

Ability to maintain confidential information

Education

Secretarial or Office Administration qualifications

Tools

Document management systems (Documentum, Acconex)

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Visio

Job description

SECRETARIAL/ADMINISTRATIVE SUPPORT

• Prepare expense reports and purchase orders.
• Arrange meetings, including organizing equipment requirements, ordering of food and beverages.
• Support the administration teams of other customer sector groups.
• Administrative support is provided to the department and other departments/areas in an effective and timely manner.
• Work very closely with Document controls lead along with EPCM for smooth documentation flow.
• Typing of correspondence for internal and external clients.
• Typing of memos, letters, faxes and proposals.
• Effective interpersonal style to establish good interpersonal relationships by helping people feel valued, appreciated, and included in discussions.
• Clear communication that follows a logical sequence, stresses the major points and seeks input from the audience.
• Able to attend to messages from others, correctly interpreting the message and responding appropriately.
• Take prompt action to accomplish objectives and implement new ideas or potential solutions independently.
• Manage time and resources to ensure work is completed efficiently, through prioritisation of tasks and scheduling of activities.
• Use time effectively to prevent irrelevant issues or distractions from interfering with work completion.
• Set high standards of performance, assume responsibility and accountability for successfully completing high quality tasks.

DOC CONTROL

• Takes on a central role in the project team on site. Oversees the correspondence filing of all team stakeholder: Engineering office, integrators, vendors, with a focus on especially HSE and QC.
• Assures that the overall document flow for the project is clear between all stakeholders and there are no bottlenecks which impact the performance of the project.
• Will install a clear strategy which describes the project communication and the hand over of all documentation (legal, GMP, EHS, …) towards the client.
• Manage project documents and drawings.
• Collect project comments from the team and communicate them to the external team via transmittals, monitoring timelines. Distribute communication from external team to internal team and communicate them via transmittals, monitoring timelines.
• Provide administrative support of the project team.
• Upload documents, drawings, TDS in document control system.
• Keep master file master punch list up to date.
• Report document status.
• Keep control over document flow (pending documents, documents in review/approval, etc.).
• Minute meetings, follow up action/decision list.

TRAINING COMPLIANCE

• Manages the training compliance of the team (GSK and external partners) inline with the training standards.
• Sets the meetings to manage the training compliance of the internal and external team members.
• Provides a dashboard which can report the compliance in a fast and clear way.

Basic Qualifications:

• Secretarial or Office Administration qualifications & Administration experience.
• Experience within large CAPEX projects, at the client side.
• Experience of being in a team with the client, EPCM, Integrators, other stakeholders.
• Strong administrative background, experience as document controller / technical clerk or technical assistant.
• Strong knowledge of Excel, Powerpoint, Word, Visio.
• Good knowledge of Document management systems (Documentum, Acconex, …).
• Good knowledge of English: written and spoken.
• Proven time management and organizational skills.
• Demonstrated verbal and written communication skills.
• Ability to work with and maintain confidential information.
• Able to work with details and complex documentation.
• Work autonomously whilst contributing to the team.