Project Coordinator (Documentation and Site Coordination)

Inspired Homes Pte Ltd; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A construction and interior design firm in Singapore seeks a detail-oriented Project Administrator to support project managers with documentation, procurement, and site coordination. This role involves handling project files, vendor coordination, and administrative tasks, requiring strong organizational and communication skills. The ideal candidate has 1–3 years of relevant experience, proficiency in project tracking tools, and the ability to work independently. Join a small team committed to building quality homes and interiors.

Qualifications

• 1-3 years of relevant experience in construction or interior design industry preferred.
• Good organizational skills, detail-oriented, and able to multitask.
• Knowledge of basic accounting (PO, DO, invoicing) is an advantage.

Responsibilities

• Prepare, organize, and maintain project files, drawings, and correspondence.
• Assist in submitting permits, drawings, and documentation to consultants.
• Liaise between office, site supervisors, and clients to coordinate project activities.
• Track project costs and claim submissions.

Skills

Proficient in Microsoft Excel

Organizational skills

Coordination skills

Communication skills

Problem-solving

Tools

Project tracking tools

Job description

Roles & Responsibilities

About the Role

At Inspired Homes, we believe every great project runs on good people — and you’ll be one of them.
As a Project Administrator, you’ll be the steady hand behind the scenes, ensuring that everything flows smoothly — from permit submissions and purchase orders to site coordination and payments.

You’ll work closely with project managers, site teams, consultants, and vendors to keep projects on track — from start to handover.
It’s a role for someone who takes pride in doing things properly, enjoys being part of a close-knit team, and finds satisfaction in keeping a fast-moving project running like clockwork.

Key Responsibilities

1. Project Documentation & Coordination

• Prepare, organize, and maintain project files, drawings, and correspondence.

• Assist in submitting permits, drawings, and documentation to consultants, architects, and authorities (e.g. BCA, SCDF, HDB).

• Track and follow up on quotations, purchase orders (PO), and invoice approvals.

• Maintain project schedules, materials tracking lists, and progress reports.

• Support tender and contract documentation (quotations, work orders, variation orders, etc.).

• Coordinate with consultants and ensure timely submission of reports and certifications.

• Support Project Manager with meeting schedules, follow-ups, and monthly reporting.

2. Procurement & Vendor Coordination

• Source for suppliers/subcontractors and obtain price quotations.

• Prepare purchase orders, delivery orders, and ensure timely delivery of materials to site.

• Verify supplier invoices against delivery and site usage before submission for payment.

• Maintain an updated list of vendors, subcontractors, and materials used per project.

3. Site & Project Support

• Liaise between office, site supervisors, and clients to coordinate project activities.

• Arrange site access, and ensure project documents are available on-site.

• Assist in compiling progress claims, completion reports, and defect lists.

• Track and organize project progress photos and updates for management reporting.

4. Administrative & Accounting Support

• Handle project-related data entry, filing, and record keeping.

• Track project costs and claim submissions.

• Support monthly progress billing preparation and maintain budget tracking sheets.

• Coordinate with the accounts team for supplier payments and reimbursements.

5. General Support

• Coordinate project meetings, prepare minutes, and follow up on outstanding items.

• Assist with ad-hoc administrative or operational duties as assigned.

Requirements

• 1–3 years of relevant experience in construction or interior design industry preferred.

• Proficient in Microsoft Excel, Word, and project tracking tools.

• Good organizational skills, detail-oriented, and able to multitask.

• Strong coordination and communication skills across teams and external partners.

• Knowledge of basic accounting (PO, DO, invoicing) is an advantage.

• Able to work independently with initiative and reliability.

Core Qualities That Matter to Us

• Communication: You keep everyone informed clearly and respectfully.

• Problem-Solving: You notice small issues before they grow big — and act fast.

• Self-Management: You take pride in your work, stay organized, and look for better ways to do things.

• Team Spirit: You work well with others and believe that no task is too small when the goal is shared success.

Why Join Us

We’re a small, committed team that builds landed homes and interiors across Singapore — each one designed and constructed with care.
Here, your work truly makes a difference. You’ll learn, grow, and be trusted to take ownership.
We value initiative, teamwork, and good energy more than titles.

If you’re someone who enjoys turning plans into reality and wants to be part of a company that actually builds what it says it will — we’d love to meet you.