Project Coordination Executive

Y CONCEPT PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading visual display agency is seeking a bilingual Project Coordinator in Singapore. The role involves managing project timelines, coordinating with international teams, and maintaining detailed documentation. Key qualifications include being a native Chinese speaker with strong English skills, excellent organization, and proficiency in MS Office or Google Workspace. The ideal candidate thrives under pressure and ensures effective communication across various stakeholders. This is a full-time position that supports exciting cross-border projects.

Qualifications

• Ability to manage multiple tasks effectively.
• Detail-oriented and reliable under pressure.
• Proficient in Excel for project management.

Responsibilities

• Coordinate and execute project milestones.
• Communicate effectively with clients and teams.
• Maintain and organize project documentation.
• Support logistics and shipment arrangements.

Skills

Native Chinese speaker

Professional-level English

Strong execution capability

Proficient in MS Office/Google Workspace

Good organization and time management skills

Tools

MS Office

Google Workspace

Job description

Y Concept Pte Ltd is a Pan-Asian retail visual display agency that provides brand-wide solutions. We are committed to providing professional image planning for brands. Our group's business involves overall brand image planning, store display planning, shop counters, store design, millwork, shop fitting, boutique decoration, window display, POSM exhibition roadshow, podium and various events.

Reporting Line

Direct reporting to Project Lead /Management

Key Responsibilities

• Project Coordination and Execution
• Responsible for tracking and following up on multiple cross-functional and cross-border projects to ensure key milestones, including drawings, samples, production and shipment, are achieved as planned.
• Proactively follow up on pending items and coordinate with relevant parties to resolve issues and keep projects moving forward.
• Prepare and provide clear project status updates, including progress, risks and action items, to management.

Cross-functional and International Communication

• Act as one of the key communication points with clients, factories, suppliers and logistics partners.
• Handle professional external communication via emails, meetings and messaging tools in English to ensure alignment and clarity.
• Arrange meetings, prepare meeting notes and follow up on action items.

Documentation and File Management

• Prepare, organize and maintain project-related documentation, including but not limited to CIPL, shipping documents, project trackers, inventories, drawings, technical documents and corresponding records.
• Support bilingual (Chinese–English) translation of documents and drawing notes when required.

Logistics and Shipment Support

• Coordinate shipment arrangements and ensure alignment between factories, logistics providers and clients.
• Monitor shipment status and handle exceptions in a timely and professional manner.

Ad-hoc and High-pressure Support

• Provide hands-on support during peak periods or urgent situations.
• Take initiative to move tasks forward even when information is incomplete.

Must-have

• Native Chinese speaker with professional-level English, both written and spoken.
• Strong execution capability with a proactive and ownership-driven mindset.
• Ability to manage multiple tasks with good organization and time management skills.
• Proficient in MS Office or Google Workspace, especially Excel.
• Reliable, detail-oriented and able to work under pressure.

Nice-to-have

• Ability to speak Cantonese, Shanghainese or Hokkien dialects.
• Experience in project coordination, supply chain, manufacturing, retail or related industries.
• Prior experience working with international clients or cross-border teams.
• Familiarity with logistics or shipment coordination processes.