Project Site Administrator

Job Summary We are seeking a proactive and organized Site Project Administrator to provide comprehensive administrative and project coordination support for our site operations at Tuas South. In addition to performing general site administration duties, the successful candidate will coordinate incoming shipments and deliveries, manage site access and visitor arrangements, and maintain project documentation to ensure all controlled documents remain current in accordance with the project Document Register. Candidates with prior experience in a shipyard, marine, offshore, oil & gas, or heavy industrial environment will be highly preferred. Key Responsibilities Site Administration Provide day-to-day administrative support to the Site Manager and project team. Coordinate office administration and ensure the smooth operation of the site office. Prepare meeting minutes, correspondence, reports, and presentation materials as required. Maintain filing systems for project correspondence, records, and administrative documents. Assist with timesheets, attendance records, and general site administrative activities. Logistics Coordination Coordinate incoming shipments, material deliveries, and equipment arrivals with suppliers, freight forwarders, subcontractors, and the shipyard logistics team. Track delivery schedules and communicate any delays or issues to the project team. Coordinate unloading schedules and ensure delivery documentation is complete and properly recorded. Maintain delivery logs and inventory records where required. Visitor & Site Access Management Coordinate site access applications and security clearance for visitors, vendors, and subcontractors. Arrange visitor registrations in accordance with shipyard security procedures. Maintain visitor records and ensure compliance with site entry requirements. Coordinate meeting logistics and visitor escorts where required. Document Control & Project Documentation Maintain and administer the project Document Register. Ensure all drawings, procedures, specifications, Method Statements, and other controlled documents are updated with the latest revisions. Distribute revised documents promptly to the project team and subcontractors. Archive superseded documents in accordance with project document control procedures. Liaise with the engineering team, document controllers, subcontractors, and client representatives to ensure document accuracy and consistency. Support preparation of project reports, document transmittals, and handover documentation. Project Coordination Liaise with clients, subcontractors, suppliers, and internal departments on administrative and project coordination matters. Support planning and coordination of site activities by maintaining accurate schedules and project records. Assist with procurement documentation, purchase requisitions, and material tracking as required. Monitor outstanding action items and follow up with relevant parties to ensure timely completion. Requirements Diploma or equivalent qualification in Business Administration, Project Management, Engineering Administration, or a related discipline. Minimum 10 years of experience in project administration, site administration, or document control within construction, marine, offshore, oil & gas, or industrial projects. Experience coordinating logistics, deliveries, and site administration activities. Good understanding of document control processes and revision management. Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and document management systems. Strong organizational skills with the ability to manage multiple priorities simultaneously. Excellent communication and interpersonal skills. Experience working in a shipyard environment is preferred. Willing to work at Tuas South . Preferred Qualifications Familiarity with shipyard security and access control procedures. Experience supporting multidisciplinary engineering or construction projects. Key Competencies Excellent organizational and coordination skills. Strong attention to detail and document accuracy. Ability to manage multiple tasks in a fast-paced project environment. Effective communication and stakeholder management. Proactive, resourceful, and able to work independently. Strong problem-solving skills and the ability to coordinate effectively across multiple parties. The Site Project Administrator plays a key role in supporting the successful execution of the project by ensuring efficient site administrat…