Project Coordinator

TONG LOONG ENGINEERING PTE LTD; Singapore; On-site; SGD 45,000 - 75,000; Full time

Job summary

TONG LOONG ENGINEERING PTE LTD in Singapore seeks a Project Administrative Assistant to help define scopes, schedule timelines and coordinate with clients, vendors and internal teams. The role emphasizes accurate documentation, reporting and budget monitoring.

The ideal candidate holds a diploma or higher, has at least 2 years in project administration within the construction sector, and can communicate complex ideas clearly while meeting tight deadlines.

Qualifications

• Diploma or higher in Engineering, Business Admin or related field required.
• Excellent communication, interpersonal and problem-solving abilities needed.
• 2+ years of project administration experience preferred in construction.
• Ability to multitask and manage deadlines in a fast-paced environment.
• Strong coordination with internal teams and clients is essential.

Responsibilities

• Define project scope, objectives and deliverables with stakeholders.
• Coordinate across departments, clients and vendors; manage communication of status and changes.
• Prepare project documentation, minutes, progress reports and budget updates.
• Monitor quality, timelines and client requirements for project activities.
• Support budgeting, procurement, and invoicing processes with accuracy.

Skills

Communication

Interpersonal skills

Problem-solving

Multitasking

Organization

Deadline management

Cross-functional teamwork

Documentation

Stakeholder coordination

Education

Diploma or higher in Engineering, Business Admin or related field

Tools

MS Office

Job description

Role & Responsibilities:

• Collaborate with QS and Project Manager to define project scope, objectives and deliverables. Assist in creating project plans, schedules and timelines.
• Liaison between various department, including project team members, clients, vendors and management. Facilitate effective communication to ensure everyone is informed about project status, changes and expectations.
• Maintain project documentation, including meeting minutes, progress reports and budget updates. Prepare and distribute reports to management to track project performance and milestones.
• Monitor project activities to ensure they adhere to quality standards and meet client requirements.
• Assist in preparing project budgets and monitoring expenditures to ensure they stay within approved limits.
• Track project costs and expenses, identify variances and recommend corrective actions as needed.
• Support project team members by providing administrative assistance, scheduling meetings, organizing project-related events, and addressing any logistical or operational needs.
• Maintain organized project documentation, both electronically and physically, ensuring easy access for team members when needed.
• Prepare quotation, variation order & etc, coordination / follow up with Client on confirmation / work order to billing overseas, negotiations on pricing, payment terms, delivery schedules, warranties, service levels, and other contractual terms to achieve cost savings and value for the organization.
• This involves generating purchase orders, confirming order details, transmitting orders to suppliers and tracking order status until delivery is completed.
• To ensure all materials meet specified requirements and quality standards. Any discrepancies, defects, or damages are documentated and addressed according to contractual terms.
• After goods or services are received and accepted, organization process supplier invoices for payment. This involves verifying invoice accuracy, matching invoices with purchase orders and receipts, obtaining necessary approvals, and initiating payments based on agreed upon payment terms.
• Maintain accurate and up-to-date records of procurement activities, including contracts, purchase orders, and invoices.
• Monitoring bulk inventory levels to ensure optimal stock levels while minimizing carrying costs.
• Monitor, expediting & coordinating with local & overseas suppliers for timely delivery.
• Liaise & coordination with local / overseas suppliers, freight forwarders & etc
• Management of incomplete / complete document for billing
• Maintain all filing systematically & uploading of softcopies in the system
• Provide general administrative support to the Tenancy / Project Director and team members
• Establish and maintain a detailed tracking and filing system of all documents
• Must facilitate efficiency in day-to-day operations
• Performs job-related duties as assigned

Job Requirements:

• Diploma or higher in Engineering, Business Admin or a related field
• Must be authorized to work in Singapore
• At least 2 years of experience in Project Administration
• Construction Industry
• Demonstrated expertise in administrative and coordinating with internal stakeholders
• Excellent Communication, Interpersonal and Problem-solving
• Ability to multitask, stay organized, work under pressure and manage deadlines

• Ability to work effectively in cross-functional and collaborative teams

• To communicate complex technical ideas and non-technical audiences