Project Admin Coordinator

3 days ago

Ang Mo Kio New Town, Singapore Daifuku Mechatronics (S) Pte Ltd Full time $40,000 - $60,000 per year

Duties and responsibilities :


• Maintain and organize all project documentation, including contracts, drawings, reports, meeting minutes, and shipping documents. Ensure proper filing and archival both physically and digitally.


• Coordinate and schedule meetings, including sending invites, preparing agendas, and taking minutes.


• Handle general administrative duties such as data entry, photocopying, printing, and arranging logistics. Monitor and manage office and project-related supplies and equipment.


• Support logistics coordination, including liaising with forwarders and movers for material delivery and relocation. Arrange storage space and support planning for material move-in activities.


• Assist with financial processes including invoice handling, payment tracking, petty cash management, staff expense claims, and budget-related records. Prepare and submit purchase requests and vendor progress claims, with proper documentation and entry into the FACT accounting system.


• Coordinate and facilitate guest visits, including hotel and restaurant bookings, and arranging appointments with clients and contractors.


• Prepare and submit documentation for daily operational requirements, such as Permit to Work (PTW), Risk Assessments (RA), work permits, Safety Induction Cards (SIC), and staff claims.


• Maintain and update attendance records (including vendors) and staff leave schedules.


• Ensure the site office environment is kept clean, organized, and conducive to productivity.

Job Requirement :


• Proficiency in Microsoft Office is required.


• Ability to communicate in both English and Japanese (JLPT N2/N3 level) to effectively communicate with stakeholders and our headquarters.


• Perform any additional duties as assigned to support the project team and operations.

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