Project Administrator (Singapore)

Elsa Talent Solutions Sdn. Bhd.; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

Elsa Talent Solutions Sdn. Bhd. is seeking a Project Administrator to support offshore, marine, and engineering projects from our Singapore operations.

The role focuses on calendars, meetings, travel, visas, permits, and site-support. You will maintain records, timesheets, and HSE training coordination, while ensuring accurate reporting and timely action closure. The position requires at least 5 years of relevant experience and a diploma in business or project administration.

Qualifications

• Diploma in Business Administration, Project Administration, or a related field.
• Minimum 5 years supporting offshore/marine/construction/engineering projects.
• KPIs include accuracy of meeting minutes, mobilisation docs, timesheets and action closure.
• Strong project coordination, records management and communication skills.
• Experience with Microsoft 365 and ERP workflows is required.

Responsibilities

• Manage project calendars, meetings, agendas, minutes and action registers.
• Coordinate mobilisation records, travel, visas, work permits, inductions, passes and accommodation administration.
• Maintain team contact lists, rotation plans, timesheets, attendance and overtime records.
• Administer site-office supplies, communications, IT requests and common project facilities.
• Support purchase-request documentation, invoice routing and routine correspondence.
• Maintain HSE induction, training and competency records in coordination with HSE and discipline leads.
• Track administrative actions and follow up overdue responses.
• Prepare controlled distribution of weekly and monthly reports.
• Support visitor, Class, vendor and management visit arrangements.
• Maintain orderly archives and support project close-out.

Skills

Project administration

Coordination

Meeting minutes

Records management

Travel coordination

Education

Diploma in Business Administration

Diploma in Project Administration

Tools

Microsoft 365

ERP workflow

Job description

Position : Project Administrator

Industry : Oil & Gas

Location : Singapore (frequent shipyard attendance)

Contract Duration : 7 months

Scope of Works:

• Manage project calendars, meeting logistics, agendas, minutes and action registers.
• Coordinate mobilisation records, travel, visas, work permits, medicals, inductions, passes and accommodation administration.
• Maintain team contact lists, rotation plans, timesheets, attendance and overtime records.
• Administer site-office supplies, communications, IT requests and common project facilities.
• Support purchase-request documentation, invoice routing and routine correspondence.
• Maintain HSE induction, training and competency records in coordination with HSE and discipline leads.
• Track administrative actions and follow up overdue responses.
• Prepare controlled distribution of weekly and monthly reports.
• Support visitor, Class, vendor and management visit arrangements.
• Maintain orderly archives and support project close-out.

Qualifications & Requirements:

• Diploma in Business Administration, Project Administration, or a related field.
• Minimum 5 years of experience supporting offshore, marine, construction, or engineering projects.
• Key Performance Indicators:
  • Accuracy and timeliness of meeting records and minutes
  • Completion of mobilisation documentation prior to travel
  • Accuracy of timesheets and attendance recordsTimely closure of administrative actions
  • Availability and readiness of site facilities and team support
• Required skills:
  • Project administration and coordination
  • Travel and mobilisation coordination
  • Meeting, minutes, and action tracking
  • Records and correspondence management
  • Microsoft 365 and ERP workflow support

Note: Only those applicants who meet the above criteria will be contacted as part of shortlisting process