Job Title: Project Administrator

Location: Singapore (office-based with occasional site visits)
Employment Type: Full-Time
Reports To: Project Manager / Director

Overview:

We are seeking a highly organized and detail-oriented Project Administrator to support our ongoing engineering and government infrastructure projects. The ideal candidate will have a strong sense of responsibility, excellent documentation skills, and the ability to ensure all project documents are accurate, updated, and audit-ready.

This role requires an individual who can work in a structured, fast-paced, and compliance-driven environment, with the ability to coordinate between project, safety, and quality teams efficiently. Fresh graduates with strong administrative discipline and attention to detail are welcome to apply.

Key Responsibilities:

1. Project Documentation & Control

• Maintain and update all project documentation, including correspondence, drawings, permits, safety, and quality records.
• Ensure all documents follow company and client standards (e.g. LTA/SMRT/Government requirements).
• Create, organize, and maintain the project filing system (both physical and digital).
• Track document revisions, approvals, and submissions using proper version control.
• Prepare document transmittals and ensure timely distribution to relevant stakeholders.

2. Administrative & Coordination Support

• Support project teams in preparing reports, meeting minutes, and progress submissions.
• Coordinate with Safety, Quality, and Engineering teams to ensure documentation compliance for audits.
• Assist in updating registers (e.g. drawing registers, permit logs, training records, and PPE issuance).
• Follow up with internal teams and subcontractors on outstanding documents or submissions.
• Handle administrative duties such as printing, scanning, filing, and archiving project-related materials.

3. Compliance & Audit Readiness

• Ensure all project documentation complies with ISO, BizSafe, and client audit requirements.
• Maintain audit-ready folders for safety, quality, and project files.
• Support preparation of audit checklists and ensure corrective actions are documented and followed up.

4. Site & Operational Support (as required)

• Occasionally visit project sites to assist with documentation checks, safety file updates, or verification of on-site records.
• Support site administrative coordination and logistics if needed.

Requirements:

• Diploma or Degree in Engineering, Business Administration, or equivalent.
• Fresh graduates or candidates with 1-2 years of project administration/document control experience are welcome.
• Strong attention to detail and excellent organizational skills.
• Proficient in MS Office (Word, Excel, PowerPoint) and PDF editing tools.
• Good written and verbal communication skills in English.
• Ability to work independently and handle multiple tasks under strict timelines.
• Willingness to work in a structured and strict environment (government-related projects).
• Willing to attend site meetings or conduct document checks on-site when required.