Project Administrator (Singapore)

ELSA; Singapore; On-site; SGD 50,000 - 73,000; Full time

Job summary

ELSA is seeking a Project Administrator for a 7-month assignment in Singapore with frequent shipyard attendance. You will manage calendars, minutes, mobilisations, and timesheets, while coordinating travel, visas and site facilities.

The role requires a Diploma in Business Administration or related field and at least 5 years supporting offshore or marine projects. Proficiency in MS 365 and ERP workflows is essential.

Qualifications

• Diploma in Business Administration, Project Administration, or a related field.
• Minimum 5 years of experience supporting offshore, marine, construction, or engineering projects.
• KPIs include accuracy/timeliness of meeting records, mobilisation docs prior to travel, timesheets and attendance accuracy, timely closure of actions.

Responsibilities

• Manage project calendars, meeting logistics, 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 project facilities.
• Support purchase-request documentation, invoice routing and routine correspondence.
• Maintain HSE induction, training and competency records coordinating with HSE and discipline leads.
• Track administrative actions and follow up overdue responses.
• Prepare 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 tracking

Records management

Microsoft 365 ERP support

Education

Diploma in Business Administration or related field

Tools

Microsoft 365

ERP workflow systems

Job description

Location : Singapore (frequent shipyard attendance)

Contract Duration : 7 months

• 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.

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 records
  • Timely 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