Project Administrator

2 days ago

Singapore ID ARCHITECTS PTE. LTD. Full time

**Job Summary**:
As a Project Administrator in our architectural firm, you will play a critical role in supporting the project management team and ensuring the smooth execution of architectural projects. This position requires excellent organizational skills, communication, and attention to detail. You will work closely with architects, project managers, and other team members to manage the documentation, scheduling, and administrative tasks related to project delivery.

**Key Responsibilities**:

- Maintain and manage all project documentation, including contracts, plans, drawings, and correspondence.
- Ensure all project records are up-to-date and filed correctly.
- Prepare and distribute project-related documents to clients, consultants, and contractors as needed.
- Assist with project scheduling and ensure timely updates of project timelines.
- Coordinate meetings, site visits, and reviews with clients, consultants, and contractors.
- Track project milestones and deadlines, ensuring timely completion of tasks.
- Serve as the point of contact for project-related inquiries, maintaining effective communication with all stakeholders.
- Prepare and send meeting agendas, take minutes, and follow up on action items.
- Assist in drafting reports and presentations for internal and external meetings.
- Support the project management team in monitoring budgets, invoices, and expenses.
- Assist with the preparation of tenders, proposals, and presentations.
- Coordinate submissions to regulatory authorities and ensure compliance with relevant regulations.
- Provide general administrative support to the project team, including organizing project files, scheduling appointments, and managing office supplies related to the project.
- Assist in tracking project hours and preparing timesheets for the team.
- Ensure that all project documents meet company standards and are delivered accurately and on time.
- Assist in identifying potential project risks and work with the team to develop mitigation strategies.
- All other ad-hoc tasks as assigned by reporting manager.

**Requirements**:

- Diploma or Bachelor’s degree in Business Administration, Project Management, or a related field.
- Experience in an administrative role, preferably in an architectural, construction, or engineering environment.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Knowledge of architectural or construction terminology is an advantage.
- Attention to detail and problem-solving skills.
- Ability to work under pressure and manage multiple tasks effectively.
- Team player with a positive attitude and strong work ethic.
- Flexibility and adaptability to changing project needs.
- Min 3 years of experience in a project administrator role within an architecture, construction, or engineering firm.
- Familiarity with architectural design processes and terminology.

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