Role summary
Kyoob is hiring a Project Admin & HR Executive to own day-to-day project administration and documentation - including authority submissions, EOIs, tender documentation, fee proposals, and audit readiness - while also supporting general office administration and providing HR coverage when required.
What you'll do (project administration - main scope)
- Prepare and coordinate authority submissions, EOIs, tender documents, and fee proposals
- Manage project correspondence: letters, emails, and key records
- Liaise with project directors and/or architects on project administration requirements and deadlines
- Coordinate with clients, consultants, and site staff on project-related matters and project accounts
- Maintain structured filing and document control (softcopy and hardcopy) to ensure traceability and audit readiness
- Support ISO 9001 & ISO 14001 audit preparations by coordinating documents, trackers, and internal checks
Office admin & HR coverage (when required)
- Manage phone calls and emails
- Schedule meetings and appointments coordinate calendars and meeting logistics
- Liaise with vendors (including printers) and support procurement/coordination tasks
- Support HR operations for project site staff, including:timesheets and payroll supportleave, leave compensation, and benefits coordination
- Support ad-hoc assignments and office improvements as needed
Requirements
- Minimum O Level / Diploma / Degree in Accounting, Human Resource Management, or equivalent
- At least 2 years experience in project administration and/or administrative operations (architecture/construction industry experience is preferred)
- Comfortable working with deadlines, submissions, and multiple stakeholders
- Strong organisation and follow-through reliable document control habits
- Proficient in spoken and written English
- Proficient in Microsoft Office (Excel/Word/PowerPoint)
- Strong communication and interpersonal skills
- High integrity, responsibility, and a collaborative working style
About Kyoob
Kyoob is a Singapore-based architectural design practice delivering projects in Singapore. We work collaboratively across project teams, with a strong emphasis on clear documentation, reliable systems, and thoughtful coordination.
Why Kyoob
- Team-first culture: supportive colleagues and cross-office collaboration
- Meaningful work: exposure to real project delivery, submissions, and client-facing coordination
- Systems and standards: a role that values clarity, documentation, and continuous improvement
- Growth opportunities: learn across project operations, admin, and HR support
