Project Planning & Control Specialist (Project Administrator)

JOBSTER PRIVATE LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A marine systems project company in Singapore is seeking a Project Administrator to support administrative tasks for the project team. Responsibilities include creating purchase requisitions, preparing invoices, and coordinating logistics. Ideal candidates should have a minimum of GCE ‘A’ Level/Diploma, 2-3 years of relevant experience, and familiarity with SAP. Strong communication and multitasking skills are essential.

Qualifications

• Min. 2-3 years experience in similar work.
• Experience in the marine/offshore/drilling field preferred.
• Fully conversant with standard MS Office tools.

Responsibilities

• Execute project administrative tasks needed by the marine systems project team.
• Prepare and maintain required shipping documents and invoices.
• Coordinate logistics for dispatches/deliveries to customers.

Skills

Strong communication

Team player

Multi-tasking skills

Technical English writing

Education

GCE ‘A’ Level/Diploma/Degree and/or Professional Certificate Course

Tools

SAP R/3 PS module

MS Office

MS Teams

MS Project

Job description

Main Function

The project administrator executes project administrative tasks needed by the marine systems project team, within the organizational and functional guidelines, with the objective of ensuring that the team can perform their jobs with administrative ease and in a smooth and efficient manner. He/She shall work under the guidance of the commercial manager and report to the Operations Manager.

Main Tasks

• Create Purchase Requisition (PR) as per PM inputs in the SAP system and work with SCM team for the release of PO.
• Prepare commercial invoices and packing list based on details received from various factories and based on contractual break up and T & C. Discuss with factories/suppliers for the detailed packing list, packaging detail, number of cases/consignment. Discuss with customers and get approval. Final Commercial Invoice and Packing list to be shared with T&L and closely work with them for timely shipment.
• Prepare Shipping Mark based on contract/discussion with customer and share it with factories and ensure shipping mark is fully stuck in each case and get all photos from factory.
• Prepare Delivery Order (DO) & coordinate with logistics for dispatches/deliveries to customers.
• Store / maintain PO, Order acknowledgement, detail packing list, packaging detail, shipping documents, B/L, Proof of Deliveries (POD) in the SharePoint.
• Check any additional documents needed from factories for issuing customer invoices.
• Assist in providing the supporting documents related to dispatches for issuing invoice.
• Warranty handling: Arranging material dispatch to customer during warranty period. Coordinate with customers related to warranty material.
• Arranging documentation for returning Goods during warranty period.
• Support project controller with documents related to shipping / service done.
• Support PMs on project documentation, reconciliation activities, time sheet compilation and other project documentation and reporting.
• Support PM in the OPQ SAP entries and follow up activities.
• Ensure compliance with Company procedures/principles.
• Various Ad hoc activities.

Additional Task

• SAP Order entry, Project Entry, Invoicing activities.

Requirements

• Min. GCE ‘A’ Level/Diploma/Degree and/or Professional Certificate Course.
• 2-3 years experience of similar work.
• Experience in the marine/offshore/drilling field /shipbuilding/Oil&gas/Power Plants is preferred.
• He/She should possess strong communication, Team player, multi-tasking skills.
• Fully conversant with standard MS Office tools, MS Teams, MS Project while experience in SAP R/3 PS module.
• Excellent technical English writing and verbal skills.