Project Secretary cum Office Admin (Architecture)-Central-S$6,000

Tap Growth ai; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

Tap Growth ai in Singapore is seeking an organized administrator to support architects and project teams across documentation, submissions, and compliance tasks. You will ensure timely preparation of certificates, proposals, and tender documents, while maintaining strong liaison with finance and project staff.

The role includes managing calendars, meetings, travel, and confidential duties for senior leaders, plus coordinating licensing and ISO audits to uphold regulatory standards within a

Qualifications

• Diploma or higher qualification is required.
• Minimum 3 years of relevant experience in office administration, project coordination, or executive support.
• Prior experience in an architectural, interior design, engineering, or built-environment consultancy is advantageous.
• Familiarity with Singapore architectural authority submission processes and regulatory requirements is highly desirable.
• Knowledge of ISO standards, documentation control procedures, and audit coordination is a plus.
• Strong organizational skills with the ability to manage multiple priorities and support project teams in a fast-paced environment.

Responsibilities

• Provide comprehensive administrative support to architects, including preparation of project documentation, correspondence, payment certifications, tender submissions and fee proposals.
• Coordinate and follow up on authority submissions, permits, and regulatory approvals, while assisting with project-related compliance and clearance matters.
• Maintain an organized and standardized document management system for accurate recordkeeping and efficient retrieval of project information.
• Liaise with Finance on invoicing, billing, reimbursements, and payment follow-ups.
• Manage timesheet administration, monitor project costs, and support resource planning and manpower allocation across projects.
• Oversee day-to-day office administration, facilities management, vendor coordination, and tracking of office assets and equipment loans.
• Provide executive support to senior management by managing calendars, coordinating meetings, arranging travel, and handling confidential secretarial duties.
• Lead and coordinate Board of Architects licensing, ISO certification audits and renewals, and regulatory compliance matters.

Skills

Project coordination

Office administration

Executive support

Stakeholder liaison

Education

Diploma or higher qualification

Job description

Our client operates in the architecture,urban planning, and interior design industry.

Job Responsibilities

• Providecomprehensive administrative support to architects, including thepreparation of project documentation, correspondence, paymentcertifications, tender submissions, and fee proposals.
• Coordinateand follow up on authority submissions, permits, and regulatory approvals,while assisting with project-related compliance and clearance matters.
• Maintainan organized and standardized document management system to ensureaccurate recordkeeping and efficient retrieval of project information.
• Liaisewith the Finance team on invoicing, billing matters, reimbursements, andpayment follow-ups.
• Managetimesheet administration, monitor project costs, and support resourceplanning and manpower allocation across projects.
• Overseeday-to-day office administration, including facilities management, vendorcoordination, and tracking of office asset and equipment loans.
• Provideexecutive support to senior management by managing calendars, coordinatingmeetings, arranging travel, and handling confidential secretarial duties.
• Lead andcoordinate matters related to Board of Architects (BOA) licensing, ISOcertification audits and renewals, as well as compliance with regulatoryrequirements and official circulars.

Job Requirements

• Diploma orhigher qualification.
• Minimum 3years of relevant experience in office administration, projectcoordination, or executive support roles.
• Priorexperience within an architectural, interior design, engineering, orbuilt-environment consultancy firm will be a strong advantage.
• Familiaritywith Singapore architectural authority submission processes, regulatoryrequirements, and project documentation practices is highly desirable.
• Knowledgeof ISO standards, documentation control procedures, and audit coordinationwill be an added advantage.
• Strongorganizational skills with the ability to manage multiple priorities,maintain accurate records, and support project teams in a fast-pacedenvironment.