Senior Project Assistant

EXYTE SINGAPORE PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

EXYTE SINGAPORE PTE. LTD. seeks a Senior Project Assistant to provide senior-level administrative and project coordination support across the project lifecycle.

You will help mobilise projects, set up site administration, manage documentation, and produce reports to keep teams and clients informed. You will serve as a hub between project teams, site personnel, subcontractors, clients, and corporate support, ensuring smooth day-to-day operations and timely delivery in a dynamic construction

Qualifications

• Diploma in Business Administration, Project Administration, Office Management, Construction Management, or related discipline.
• 8+ years of experience in project administration, project coordination, or site administration within construction/environmental sectors.
• Experience supporting project mobilisation and site office setup activities.
• Experience supporting large multi-disciplinary project teams.
• Proficiency in Microsoft Office Suite; SAP, SharePoint, Concur, and document management systems advantageous.
• Ability to work independently and manage multiple priorities in a fast-paced project environment.

Responsibilities

• Support project startup and mobilisation activities.
• Coordinate site office establishment, office equipment, access arrangements, onboarding requirements, and administrative resources.
• Establish project filing structures, trackers, contact lists, and reporting templates.
• Provide administrative support to Project Managers, Construction Managers, and project teams.
• Coordinate meetings, prepare agendas, and maintain meeting minutes and action logs.
• Monitor project correspondence and administrative activities.
• Maintain project records and ensure documents are properly filed and accessible.
• Coordinate with Document Controllers to ensure smooth document flow.
• Prepare weekly and monthly project reports, dashboards, and administrative updates.
• Coordinate project activities between site teams, subcontractors, vendors, and corporate functions.
• Track project action items, manpower records, onboarding status, and site access requirements.
• Support project audits, inspections, and reviews.
• Support visitor management, logistics coordination, office supplies management, and general site office operations.
• Assist with QA/QC documentation and project close-out documentation activities.

Skills

Organisational skills

Coordination

Multi-tasking

Stakeholder communication

Education

Diploma in Business Administration/Project Administration/Office Management/Construction Management or related discipline

Tools

SAP

SharePoint

Concur

Job description

The Senior Project Assistant provides senior-level administrative and project coordination support to project teams throughout the project lifecycle. The role is responsible for supporting project mobilisation activities, establishing site administrative processes, coordinating project documentation and reporting, and ensuring efficient day-to-day operation of project office functions. The position serves as a key point of contact between project teams, site personnel, subcontractors, clients, and corporate support functions to facilitate successful project execution

Job Responsibilities:

Project Mobilisation & Site Setup

• Support project startup and mobilisation activities.
• Coordinate site office establishment, office equipment, access arrangements, onboarding requirements, and administrative resources.
• Establish project filing structures, trackers, contact lists, and reporting templates.

Project Administration

• Provide administrative support to Project Managers, Construction Managers, and project teams.
• Coordinate meetings, prepare agendas, and maintain meeting minutes and action logs.
• Monitor project correspondence and administrative activities.

Document Management & Reporting

• Maintain project records and ensure documents are properly filed and accessible.
• Coordinate with Document Controllers to ensure smooth document flow.
• Prepare weekly and monthly project reports, dashboards, and administrative updates.

Project Coordination

• Coordinate project activities between site teams, subcontractors, vendors, and corporate functions.
• Track project action items, manpower records, onboarding status, and site access requirements.
• Support project audits, inspections, and reviews.

General Site Administration

• Support visitor management, logistics coordination, office supplies management, and general site office operations.
• Assist with QA/QC documentation and project close-out documentation activities.

Job Requirements

• Diploma in Business Administration, Project Administration, Office Management, Construction Management, or related discipline.
• Minimum 8 years of experience in project administration, project coordination, or site administration within construction, EPC, engineering, semiconductor, pharmaceutical, or industrial project environments.
• Experience supporting project mobilisation and site office setup activities.
• Experience supporting large multi-disciplinary project teams.
• Strong organisational and coordination skills.
• Experience working in site-based project environments.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams).
• Experience with SAP, SharePoint, Concur, and document management systems is advantageous.
• Ability to work independently and manage multiple priorities in a fast-paced project environment.