Project Admin Executive

Job Summary The Project Admin is responsible for providing administrative, documentation and coordination support to the Engineering and Project Team. The role supports daily project operations, including project documentation, material and inventory records, subcontractor claims, customer progress claims, project tracking, meeting minutes and coordination with internal departments, suppliers, subcontractors and site personnel. This is primarily an administrative role. The successful candidate should be organised, responsible, detail oriented and comfortable working between the main office and project/site office. The candidate will be required to visit the Tampines project/site office approximately once or twice a week, depending on operational requirements. Key Responsibilities 1. Project Administration & Documentation · Provide day to day administrative support to the Engineering and Project teams. · Prepare, check and coordinate documents such as Purchase Requisitions, reimbursement forms, overtime form sand other documents requiring approval. · Ensure all documents are complete, accurate and properly supported before submission. · Maintain proper filing and document control for engineering and project records. · Follow up on outstanding documents, approvals and action items with relevant departments. · Assist with printing, scanning, filing, binding and uploading documents to project or customer platforms. · Visit the Tampines project/site office approximately 1–2 times per week, or when required, to collect documents, coordinate administrative matters and support the project team. 2. Project &Material / Inventory Records · Assist with supplier delivery records, incoming material verification and stock in documentation. · Check delivery documents against the quantity, specification and description of materials received. · Maintain and update warehouse and project inventory records. · Support material issuance to subcontractors based on approved Material Requisition Forms. · Prepare and organise materials for collection where required. · Maintain records of materials issued, borrowed, returned or transferred between projects and departments. · Assist with project material returns after completion of works. · Support QC in maintaining records for materials, instruments and equipment. · Assist in monitoring equipment calibration validity and related documentation. 3. Subcontractor Claims · Assist Engineers or Site Supervisors in preparing internal documentation for subcontractor payment claims. · Check that required supporting documents are properly compiled before submission. · Follow up with relevant personnel on incomplete or outstanding claim documents. · Maintain proper records of subcontractor claims and approval status. 4. Customer /Project Progress Claims · Support Engineers and Site Supervisors in preparing customer progress claim and project acceptance documentation. · Compile and format supporting documents such as daily site reports, material certificates, QC reports, construction/work process documents, drawings and ISO drawings, inspection and acceptance records, and progress claim/valuation documents. · Assist with document submission, printing, binding or uploading to customer platforms. · Maintain records of submitted claims and supporting documents. · Follow up on outstanding documentation required for billing or project closure. 5. Project Progress Tracking · Maintain and update the Company’s project tracking records. · Track quotation numbers, customer Purchase Orders, project numbers, material purchasing status, subcontractor work status, construction progress, inspection/acceptance status and progress claim status. · Liaise with Engineering, QC ,Procurement, Finance and other departments to obtain project updates. · Ensure project records are kept current and accurate. · Follow up on outstanding action items and deadlines. 6. Meeting &Follow-Up Support · Prepare meeting agendas and meeting minutes where required. · Record action items, responsible persons and target completion dates. · Follow up with relevant personnel on outstanding matters. · Maintain proper records of meeting discussions and action items. · Assist the Project Manager /Engineering Manager with administrative follow-up. 7. Engineering& QC Administrative Support · Provide general administrative support to the Engineering and QC teams. · Assist QC with inventory, equipment and calibration records. · Coordinate with Site Supervisors and project personnel on documentation and administrative requirements. · Assist in improving administrative, documentation and project tracking processes. · Perform other project administration duties assigned by Management. Job Requirements · Diploma or Degree in Engineering, Business Administration, Business Management, Project Management or a related discipline. · Experience in Project Administration, Engineering Administration, Construction, Semiconductor, M&E or related industries will be an advantage. · Proficient in Microsoft Excel, Word, Outlook and other general office applications. · Good organisational, documentation and follow-up skills. · Detail oriented with the ability to maintain accurate records and documentation. · Able to coordinate and follow up with Engineering, QC, Procurement, Finance and project/site personnel. · Able to work independently and as part of a team. · Willing to travel to the Tampines project/site office approximately 1–2 times per week, or when operationally required. · Comfortable working in both office and project/site environments. · Experience in project documentation, inventory control, warehouse records, procurement or claims administration will be an advantage. Please send your resume to: sherlyn.cheng@techlead.com.sg