Role Overview
We are looking for a meticulous and proactive Project Administrator to provide end-to-end administrative and coordination support for our project teams. This role is critical in ensuring effective project governance, smooth operations, and team collaboration.
Key Responsibilities
1. Meeting & Communication Support
- Schedule and coordinate project meetings, workshops, and review sessions.
- Prepare agendas, take accurate meeting minutes, and circulate promptly.
- Track action items and follow up with responsible parties.
- Support clear communication across the project team and stakeholders.
2. Project Administration & Governance
- Provide day-to-day administrative support to program directors, project managers and team leads.
- Maintain project documentation, registers, trackers, and dashboards.
- Ensure compliance with project governance standards, policies, and documentation requirements.
3. Documentation & Knowledge Management
- Maintain and update project documentation, trackers, and registers.
- Act as a project librarian, keeping SharePoint well-structured, up-to-date, and easy to navigate.
- Ensure proper version control and naming conventions are applied to all documents.
- Assist in preparing presentation slides, reports, and briefing packs.
4. Stakeholder & Team Coordination
- Provide logistical and administrative support for project activities.
- Support onboarding of new team members (e.g., tool access, documentation handover).
- Assist with small coordination tasks across team members to ensure smooth collaboration.
5. Team Engagement & Events
- Plan and organize project team activities, including workshops and team-building events.
- Manage event logistics such as venue booking, catering, and materials.
- Support initiatives to promote team bonding and morale.
6. General Administrative Support
- Handle procurement-related administrative tasks (e.g., raising POs, vendor coordination) when required.
- Assist with audit, compliance, and document checks.
- Perform other administrative duties assigned to support project success.
Requirements
- Singaporean citizen.
- Diploma or Degree in Business Administration, Project Management, or related discipline.
- At least 1 year experience as a Project Administrator, Coordinator, or similar role preferred.
- Strong organizational skills with attention to detail and accuracy.
- Proficiency in Microsoft Office tools (Word, Excel, PowerPoint) and SharePoint.
- Familiarity with project management terminology and methodologies (Agile, Waterfall).
- Excellent note-taking and written communication skills.
- Fast learner with a proactive mindset.
- Positive attitude and professional behavior under pressure.
- Good team player with strong interpersonal skills.
- Able to multitask, prioritize effectively, and work independently with minimal supervision.
