Project Coordinator

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.