Project Coordinator, Commodities (1-year renewable contract)

Evolution Recruitment Solutions Pte Ltd; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

The Evolution Recruitment Solutions Pte Ltd is seeking an Administrative / Project Coordinator to provide project administration and regional coordination across programs. You will support workshop logistics, travel arrangements and stakeholder follow-up to ensure timely delivery.

Ideal candidates are highly organised, proactive and comfortable working across multiple teams in a fast-paced transformation environment, with strong Microsoft 365 skills and attention to detail.

Qualifications

• Previous experience in project administration or program coordination.
• Strong organisational and time management skills.
• Experience coordinating workshops, meetings and travel.
• Attention to detail with accurate trackers and records.
• Experience supporting onboarding, offboarding, system access or IT administration would be advantageous.
• Good working knowledge of Microsoft 365 tools, including Outlook, Teams, SharePoint, PowerPoint and Excel.

Responsibilities

• Provide day-to-day project administration and coordination support to program teams.
• Coordinate activities across regional teams, including workshops, working sessions, stakeholder meetings, team sessions and program events.
• Maintain project trackers, action logs, contact lists, meeting records and other working documents.
• Track and follow up on project deliverables, actions and activities to support timely completion against program timelines.
• Follow up on decisions, outstanding information and actions across project teams.
• Support teams in following agreed project processes, governance requirements and ways of working.
• Coordinate logistics for workshops, meetings and other program activities.
• Manage room bookings, meeting invitations, attendance tracking, catering, technology setup and workshop materials.
• Prepare, format and distribute meeting packs, presentations, agendas, pre-read materials and follow-up notes.
• Coordinate with facilitators, participants, regional teams and delivery partners to ensure meetings and workshops run smoothly.
• Coordinate travel requirements for regional teams and visiting program stakeholders, including itineraries, accommodation and related administration.
• Support visiting team members with local logistics, meeting arrangements and site coordination where required.
• Assist with expense administration and other general program support activities.
• Coordinate day-to-day administrative requests across the regional project team and track requests through to completion.
• Coordinate onboarding and offboarding administration for project employees, contractors and vendor resources, working closely with local IST and program teams.
• Manage and track system and access requests, including SharePoint, PowerApps, Azure DevOps (ADO), shared mailboxes, distribution lists and other program systems such as Signavio, qTest and SAP.
• Coordinate IT equipment requests and workspace setup for new project team members.
• Support basic technology-related queries by liaising with the appropriate IT and support teams.
• Monitor outstanding access, equipment and onboarding requests and follow up to ensure timely resolution.
• Support clear and timely communication across teams by coordinating information, documentation and follow-up activities.
• Act as a central point of coordination for project administration queries and direct requests to the appropriate team or process owner.
• Build effective working relationships across regional project teams, local stakeholders, global teams, contractors, vendors and delivery partners.
• Previous experience in project administration, program coordination or team administration within a corporate, project or program environment.
• Strong written and verbal communication skills.
• Ability to work independently within established processes and (???)

Skills

Organisational skills

Time management

Workshop coordination

Stakeholder management

MS 365 familiarity

Communication skills

Independent worker

Tools

SharePoint

PowerApps

Azure DevOps

Signavio

qTest

SAP

Job description

Please note that visasponsorship is not available at this time.

JD

Administrative / Project Coordinator

About the Role

The Administrative Coordinator will provide project administration and coordination support across the program, helping teams stay organised, manage key activities and support effective delivery.

This role will be responsible for day-to-day project coordination, workshop and meeting logistics, travel arrangements, stakeholder follow-up, document administration, onboarding and offboarding support, system access coordination and general program administration.

The role is suited to someone who is highly organised, proactive, responsive and comfortable working across multiple teams in a fast-paced transformation environment.

Key Responsibilities

Project & Regional Coordination

• Provide day-to-day project administration and coordination support to program teams.

• Coordinate activities across regional teams, including workshops, working sessions, stakeholder meetings, team sessions and program events.

• Maintain project trackers, action logs, contact lists, meeting records and other working documents.

• Track and follow up on project deliverables, actions and activities to support timely completion against program timelines.

• Follow up on decisions, outstanding information and actions across project teams.

• Support teams in following agreed project processes, governance requirements and ways of working.

Workshop & Meeting Coordination

• Coordinate logistics for workshops, meetings and other program activities.

• Manage room bookings, meeting invitations, attendance tracking, catering, technology setup and workshop materials.

• Prepare, format and distribute meeting packs, presentations, agendas, pre-read materials and follow-up notes.

• Coordinate with facilitators, participants, regional teams and delivery partners to ensure meetings and workshops run smoothly.

Travel & Program Administration

• Coordinate travel requirements for regional teams and visiting program stakeholders, including itineraries, accommodation and related administration.

• Support visiting team members with local logistics, meeting arrangements and site coordination where required.

• Assist with expense administration and other general program support activities.

• Coordinate day-to-day administrative requests across the regional project team and track requests through to completion.

Onboarding, Access & Technology Coordination

• Coordinate onboarding and offboarding administration for project employees, contractors and vendor resources, working closely with local IST and program teams.

• Manage and track system and access requests, including SharePoint, PowerApps, Azure DevOps (ADO), shared mailboxes, distribution lists and other program systems such as Signavio, qTest and SAP.

• Coordinate IT equipment requests and workspace setup for new project team members.

• Support basic technology-related queries by liaising with the appropriate IT and support teams.

• Monitor outstanding access, equipment and onboarding requests and follow up to ensure timely resolution.

Stakeholder & Team Coordination

• Support clear and timely communication across teams by coordinating information, documentation and follow-up activities.

• Act as a central point of coordination for project administration queries and direct requests to the appropriate team or process owner.

• Build effective working relationships across regional project teams, local stakeholders, global teams, contractors, vendors and delivery partners.

Key Capabilities & Experience

• Previous experience in project administration, program coordination or team administration within a corporate, project or program environment.

• Strong organisational and time management skills, with the ability to manage multiple activities, priorities and deadlines.

• Experience coordinating workshops, meetings, travel arrangements and stakeholder activities.

• Strong attention to detail, with the ability to maintain accurate trackers, records and documentation.

• Experience supporting onboarding, offboarding, system access or IT administration would be advantageous.

• Good working knowledge of Microsoft 365 tools, including Outlook, Teams, SharePoint, PowerPoint and Excel.

• Strong written and verbal communication skills.

• Ability to work independently within established processes and (???)

• Practical judgement, discretion and the ability to handle confidential information.

• Proactive and service-oriented approach, with strong follow-through.

• Ability to work effectively with regional teams, global stakeholders, contractors, vendors and delivery partners.

• Experience supporting large-scale transformation, technology, change or operational programs will be highly regarded.

• Knowledge of project processes, governance or delivery methodologies would be advantageous.