Project Planning & Control Specialist (Project Administrator)

JOBSTER PRIVATE LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A marine systems project company in Singapore is seeking a Project Administrator to manage administrative tasks for the project team. The ideal candidate will have 2-3 years of experience in a similar role, especially in the marine/offshore industry, and proficiency in SAP R/3 PS module. Responsibilities include creating Purchase Requests, preparing commercial documentation, and coordinating deliveries. Strong communication and multitasking skills are essential for success in this role.

Qualifications

• 2-3 years experience in a similar role.
• Experience in marine/offshore/drilling field preferred.
• Ability to handle warranty material dispatch.

Responsibilities

• Execute project administrative tasks for the marine systems project.
• Create Purchase Requests in the SAP system.
• Prepare commercial invoices and packing lists.
• Coordinate deliveries and dispatches for customers.
• Maintain shipping and order documentation.

Skills

Communication skills

Team player

Multi-tasking skills

Technical English

Education

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

Tools

MS Office

MS Teams

MS Project

SAP R/3 PS module

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 Requestion (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/supplier for the detail packing list, packaging detail, no 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 sticked in each case and get all photos from factory.
• Prepare Delivery Order (DO) & co-ordinate 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 share point.
• 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 shipping /service done.
• Support PM’s on project documentation, reconciliation activities, time sheet compilation and other project documentation and other reporting.
• Support PM in the OPQ SAP entries and follow up activities.
• Ensure compliance of 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.