SITE ADMIN

HENG YUAN ENGINEERING PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading engineering firm in Singapore is seeking an Administrative Support role to assist with site coordination, documentation, and compliance management. The ideal candidate will have strong organizational skills and proficiency in MS Office, alongside a good understanding of M&E systems and construction workflows.

Qualifications

• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Excel, Word, Outlook).
• Knowledge of M&E systems (HVAC, electrical, plumbing, fire protection).
• Understanding of construction workflows and subcontracting processes.

Responsibilities

• Maintain and organize site documents and reports.
• Coordinate communication between subcontractors and main contractors.
• Track deliveries of materials and maintain inventory logs.
• Assist in HSE compliance and quality control support.
• Monitor labor attendance and manage site access.

Skills

Organizational abilities

Multitasking

Proficiency in MS Office

Knowledge of M&E systems

Understanding of construction workflows

Job description

1. Documentation & Record-Keeping Maintain and organize site documents (drawings, permits, inspection reports, RFIs, etc.).

* Prepare and track daily/weekly reports (progress, manpower, equipment, materials).

* Ensure proper filing of subcontractor invoices, timesheets, and delivery notes.

* Assist in preparing method statements, risk assessments, and compliance documents.

2. Site Coordination & Communication

* Act as a liaison between the M&E subcontractor, main contractor, and other trades.

* Schedule and document site meetings, including minutes and action points.

* Coordinate with engineers, supervisors, and foremen to relay updates and instructions.

* Manage site correspondence (emails, memos, notices).

3. Logistics & Material Management

* Track deliveries of M&E materials and equipment.

* Verify material quantities against orders and report discrepancies.

* Maintain inventory logs and ensure proper storage of materials.

4. Health, Safety & Environment (HSE) Compliance

* Assist in maintaining HSE records (safety inspections, permits, training logs).

* Ensure all workers have valid certifications and PPE.

* Report incidents/near-misses and support investigations.

5. Quality Control Support

* Assist in compiling inspection & test reports (ITPs).

* Track snagging lists and defect rectifications.

* Ensure as-built drawings and O&M manuals are updated.

6. Timekeeping & Attendance

* Monitor subcontractor labor attendance and submit to payroll.

* Manage site access (issuing passes, visitor logs).

7. General Administrative Duties

* Manage site office supplies and equipment.

* Handle petty cash and expense reports (if applicable).

* Support site mobilization/demobilization (setup, permits, etc.).

Key Skills & Competencies

Strong organizational and multitasking abilities.

Proficiency in MS Office (Excel, Word, Outlook).

Knowledge of M&E systems (HVAC, electrical, plumbing, fire protection).

Understanding of construction workflows and subcontracting processes.