Site Administrator cum PRO

Koh Brothers Group of Companies; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

Koh Brothers Group of Companies is seeking a Site Administration and Public Relations Officer to support the Project Manager and construction team on Lorong Halus. You will handle site office operations, correspondence, records, and liaise with residents, businesses and authorities.

Responsibilities include coordinating meetings, maintaining stakeholder databases, preparing notices, and reporting feedback. Prior experience in construction projects and PRO role is preferred.

Qualifications

• Diploma/NITEC or equivalent qualification in Business Administration, Mass Communication, Public Relations, Building, Construction Management or related discipline.
• 3–5 years of relevant experience in site administration or construction PRO role preferred.
• Proficient in MS Office and basic document management.

Responsibilities

• Provide admin and secretarial support to the Project Manager, Construction Manager and project team.
• Coordinate site office operations, records, minutes and follow-up actions.
• Liaise with HR for manpower and attendance records; manage facilities and supplies.
• Serve as primary contact for public enquiries, feedback and complaints; maintain stakeholder database.
• Prepare notices, circulars and reports for clients, consultants and management.
• Coordinate stakeholder engagement activities and report on engagement results.
• Escalate serious complaints to the Project Manager as required.
• Maintain confidentiality of personnel, contractual and project information.

Skills

MS Office

Stakeholder engagement

Education

Diploma/NITEC

Tools

MS Office

Job description

Responsible for providing effective site administrative support and managing public, stakeholder and community relations arising from construction activities. The role supports smooth daily site operations, maintains proper records and coordination, and serves as a key communication point between the project team and external stakeholders. The incumbent shall proactively manage public feedback, stakeholder engagement and follow-up actions with the construction team.

Role Responsibilities:

A. Site Administration

• Provide administrative and secretarial support to the Project Manager, Construction Manager and project team, and manage the day-to-day operation of the site office.
• Prepare and maintain project correspondence, letters, notices, reports, meeting records and administrative files.
• Coordinate meetings, appointments and site arrangements record minutes where required and follow up on outstanding action items.
• Maintain records of project staff, workers, subcontractors, visitors, attendance, leave, timesheets and other manpower information, and coordinate relevant matters with HR.
• Coordinate office facilities, supplies, utilities, housekeeping, transportation, accommodation, training and other project administrative requirements.
• Liaise with Head Office departments including HR, Finance, Procurement, IT and Administration on project requirements.
• Assist the project team in preparing reports, presentations and documentation for client, consultant and management meetings.
• Maintain systematic filing and retrieval of administrative records and ensure confidentiality of personnel, contractual and project information.

B. Public Relations Officer

• Serve as the project's primary contact point for public enquiries, feedback and complaints relating to construction activities.
• Establish and maintain good relationships with residents, businesses, community organisations, neighbouring developments, authorities and other affected stakeholders.
• Maintain an up-to-date stakeholder database, engagement records and Public Feedback / Complaint Register with clear tracking from receipt to closure.
• Identify stakeholders affected by upcoming works and coordinate proactive engagement before major or disruptive construction activities.
• Prepare and distribute circulars, notices and advisories for activities such as demolition, piling, excavation, structural works, road or traffic changes, noisy works and other potential disturbances.
• Conduct stakeholder visits, briefings, meetings and door-to-door engagement where necessary.
• Receive, acknowledge and record feedback promptly; coordinate with the construction team to investigate causes, implement corrective or mitigation measures and follow up with affected stakeholders.
• Escalate serious, sensitive or repeated complaints promptly to the Project Manager and relevant management personnel.
• Monitor community impacts associated with noise, vibration, dust, traffic, access, lighting and environmental matters, and work with the construction, safety and environmental teams to minimise disturbance.
• Maintain proper records, photographs, correspondence and evidence of stakeholder engagement, corrective actions and complaint closure.
• Prepare periodic stakeholder engagement and public feedback reports for the Project Manager, client or authorities where required.
• Represent the company and project professionally and maintain courteous, clear and transparent communication with all stakeholders.

Role Requirements:

• Diploma, Higher NITEC, NITEC or equivalent qualification in Business Administration, Mass Communication, Public Relations, Building, Construction Management or a related discipline.
• Preferably three (3) to five (5)years of relevant experience; experience in building or construction projects in Singapore is advantageous.
• Experience in site administration, stakeholder engagement or a construction PRO role is preferred.
• Good understanding of construction-site operations and community concerns associated with noise, dust, vibration, traffic and access disruption.
• Proficient in Microsoft Office applications including Word, Excel, PowerPoint and Outlook.
• Project Location: Lorong Halus