Site Project Administration & Documentation Specialist

Dynamic Communication; Singapore; On-site; SGD 45,000 - 60,000; Full time

Job summary

Dynamic Communication is seeking a Project Administrator – Admin to support project teams by managing documentation, coordinating materials and site activities, and handling administrative compliance to ensure smooth project execution.

You will collect daily site updates, maintain drawing registers and document control, coordinate with suppliers and site supervisors on material requests, track progress, prepare weekly reports when required, and help with work passes, site access, safety

Qualifications

• Experience in office administration coordination work to manage administrative tasks effectively.
• Proficient in Microsoft Excel, Word, and document tracking to handle project documentation efficiently.
• Able to coordinate with site supervisors and office team to facilitate smooth project operations.
• Basic knowledge of Singapore work pass procedures is an advantage to support compliance tasks.

Responsibilities

• Collect daily site photos and progress updates from site supervisors to monitor project status.
• Maintain organized project documentation and photo records for easy reference and audit.
• Issue latest drawings, revisions, and technical documents to site teams to ensure up-to-date information.
• Maintain drawing register and document control system to track document versions and distribution.
• Track project materials delivery and usage to monitor inventory and prevent shortages.
• Coordinate with suppliers and site supervisors on material requests to ensure timely supply.
• Maintain material inventory and delivery records for accurate stock management.
• Coordinate communication between project managers, supervisors, and office team to facilitate information flow.
• Track daily site manpower reports and progress updates to support project monitoring.
• Prepare weekly progress summaries when required to inform stakeholders of project status.
• Prepare and manage work pass and visa documentation for workers to cope with regulatory requirements.
• Arrange site access, safety induction, and compliance documentation to ensure site readiness and safety.
• Handle local regulatory submissions such as SIC registration or related compliance to meet legal obligations.
• Arrange worker logistics including accommodation, quarantine, or onboarding requirements when needed to support workforce management.
• Support project managers with reports and documentation to assist in project administration.
• Maintain project filing system and records for efficient document retrieval.
• Assist with coordination of meetings and communication with clients and consultants to support project collaboration.

Skills

Office admin coordination

Site coordination

Document tracking

Communication skills

Tools

Microsoft Excel

Microsoft Word

Document control system

Job description

Dynamic Communication is seeking a Project Administrator – Admin to support project teams by managing documentation, coordinating materials and site activities, and handling administrative compliance to ensure smooth project execution.

You will collect daily site updates, maintain drawing registers and document control, coordinate with suppliers and site supervisors on material requests, track progress, prepare weekly reports when required, and help with work passes, site access, safety