Project Coordinator

Worklane GmbH; Singapore; On-site; SGD 50,000 - 70,000; Full time

Benefits offered by this job

Flex Abroad

Onboarding

Team culture

Career development

Modern work culture

Wellbeing

Job summary

BEUMER Group Singapore Pte. Ltd. is seeking a detail‑oriented Project Coordinator to support the Project Manager and Technical Project Manager with document control, portal hygiene, and workflow coordination.

You will handle correspondence, records, and coordination with customers and partners throughout the project lifecycle. In this role you will manage the document register, submittals, and follow‑ups, ensuring timely actions, translations, and template compliance.

Qualifications

• GCE A‑Levels, diploma, or equivalent relevant experience.
• Experience in project coordination, document control, project administration, engineering support, construction, logistics, or similar.
• Proficient in Microsoft Office, SharePoint, Teams, and document-management tools.
• Excellent written and spoken English.
• Structured, organized, detail-oriented with trackers and deadlines.
• Professional communication with project team members and partners.
• Persistent follow-up and escalation when needed.
• Ability to juggle multiple priorities in live projects.

Responsibilities

• Maintain document handling plan, deliverables list, and document control plan.
• Maintain document register with status, owner, due dates, revisions, approvals.
• Coordinate document submittals and follow up until closure.
• Monitor upcoming and overdue deadlines and remind owners.
• Coordinate translation and template compliance.
• Ensure version control and archiving of documents.
• Administer project SharePoint / customer portal.
• Prepare and distribute Minutes of Meeting.
• Maintain open-point lists and action trackers.
• Provide status inputs for project reporting.
• Coordinate general project admin tasks (security passes, badges, etc).

Skills

MS Office proficiency

English communication

Document management

Education

GCE A-Levels / Diploma or equivalent

Tools

SharePoint

Teams

Excel trackers

Job description

Company Description

Conveying, loading, palletising, packaging, sortation and distribution– BEUMER Group is a leader in the engineering and manufacturing ofhigh-tech intralogistic systemsfor global markets. Our employees differentiate themselves by their ability to provide innovative solutions to our customers that incorporates a high-level of industry knowledge and a strong commitment to consistently and continuously expand their skills and knowledge. We fully support these high standards through a supportive teamwork structure, a mutual respect, and a working culture based on trust that fosters stability and security for all of our employees. Our common goal is to implement outstanding and innovative projects worldwide.

A member of BEUMER Group, located in Singapore BEUMER Group Singapore Pte. Ltd. is strategically located at the Singapore Changi International Airport, one of the busiest airports in the world. We have more than 200 employees working in our various business segments such as Airport systems, Logistics and Customer Support.

Job Description

The Project Coordinator supports the Project Manager and Technical Project Manager by maintaining project document control, submittal flow, project portal hygiene, meeting follow-up, and project administrative coordination. The role is not expected to make technical decisions or carry final project-result ownership, but is responsible for keeping project documents, open items, approvals, deadlines, and follow-ups traceable, updated, and ready for closure or escalation.

The Project Coordinator is responsible for correspondence, documents, records, and workflow coordination sent to or received from customers, sub-suppliers, group companies, authorities, and other business partners during the project stage.

Key Responsibilities

Document control and project workflow

• Support the Project Manager and Technical Project Manager in preparing and maintaining the document handling plan, deliverables list, and document control plan in line with project requirements, BEUMER standards, and customer procedures.
• Maintain the document register / tracker with correct document status, owner, due date, revision, submission date, approval status, customer feedback, and next action.
• Coordinate document submittals, including sending submissions, receiving feedback, updating the tracker, distributing comments to the correct document owners, and following up until closure.
• Monitor upcoming and overdue document deadlines and remind document owners early enough for action.
• Coordinate translation, formatting, linguistic review, template compliance, and corporate-identity compliance where required.
• Maintain version control, distribution records, retention, archiving, and safe filing of legal or contractual documents.
• Ensure project correspondence and documents are filed in the correct electronic directory and are easy for the project team to retrieve.

Project portal and SharePoint administration

• Administer the project SharePoint / customer portal, including folder setup, access coordination, upload support, monitoring, and document-control housekeeping.
• Guide project team members on correct upload, naming, filing, and document-routing requirements.
• Track whether required documents have been uploaded, submitted, commented, approved, rejected, revised, or closed.

Meeting and open-point follow-up

• Support internal and external project meetings by preparing, recording, distributing, and filing Minutes of Meeting where required.
• Maintain open-point lists, action trackers, and follow-up logs with clear owner, due date, status, and next step.
• Follow up with action owners and alert the Project Manager when open items are aging, blocked, unclear, or repeatedly overdue.
• Provide clean status inputs for project reporting, including approval status, open items, overdue items, pending customer feedback, and ready-to-close items.

Project administration support

• Coordinate general project administrative tasks such as security access passes, visitor programs, site badge applications, project-site office sundry items, and other project support arrangements.
• Assist with as-built document coordination and final document handover / archiving.
• Support project team coordination activities when required, while keeping priority on project document control and workflow follow-through.

Qualifications

• GCE ‘A’ Levels certificate, diploma, or equivalent relevant experience.
• Experience in project coordination, document control, project administration, engineering support, construction, logistics, or similar project-based environments is preferred.
• Excellent computer skills, especially Microsoft Office applications, SharePoint, Teams, Excel trackers, and document-management tools.
• Good command of written and spoken English, with attention to grammar, terminology, clarity, and professional correspondence.
• Structured, organized, detail-oriented, and able to maintain trackers, deadlines, records, and follow-up logs accurately.
• Able to communicate professionally with project team members, customers, sub-suppliers, and business partners.
• Able to follow up persistently without creating unnecessary conflict, and able to recognize when an issue should be escalated to the Project Manager.
• Able to handle multiple priorities in a live project environment.

Additional Information

Role Boundaries

• The Project Coordinator does not own technical decisions, design judgments, contractual decisions, or final project delivery outcomes.
• The Project Coordinator should not replace the Project Manager, Technical Project Manager, document owner, or discipline owner.
• The Project Coordinator is expected to make project workflow visible, follow up on committed actions, maintain clean records, and elevate early when items are stuck, aging, missing ownership, or at risk.

Expected Performance Indicators

• Document tracker is complete, current, and reliable.
• Document owners, due dates, approval status, and next actions are clear.
• Overdue document and open-point aging is reduced through timely follow-up.
• Project portal / SharePoint records are organized, traceable, and easy to retrieve.
• Submittal comments and approval status are distributed and closed without avoidable delay.
• Project Manager and Technical Project Manager receive clear, concise status inputs without needing to repeatedly chase basic document or action status.
• Escalation is timely when an owner is not responding, a deadline is at risk, or closure is blocked.

BENEFITS

• Flex Abroad Program
• Extensive onboarding
• Team-oriented work culture
• Career and development
• Modern work culture
• Health, fitness and wellbeing