Site Administrator cum PRO

Responsible for providing effective site administrative support and managing public, stakeholder and community relations arising from construction activities. The role supports smooth daily site operations, maintains proper records and coordination, and serves as a key communication point between the project team and external stakeholders. The incumbent shall proactively manage public feedback, stakeholder engagement and follow-up actions with the construction team.

Role Responsibilities:

A. Site Administration

• Provide administrative and secretarial support to the Project Manager, Construction Manager and project team, and manage the day-to-day operation of the site office.
• Prepare and maintain project correspondence, letters, notices, reports, meeting records and administrative files.
• Coordinate meetings, appointments and site arrangements record minutes where required and follow up on outstanding action items.
• Maintain records of project staff, workers, subcontractors, visitors, attendance, leave, timesheets and other manpower information, and coordinate relevant matters with HR.
• Coordinate office facilities, supplies, utilities, housekeeping, transportation, accommodation, training and other project administrative requirements.
• Liaise with Head Office departments including HR, Finance, Procurement, IT and Administration on project requirements.
• Assist the project team in preparing reports, presentations and documentation for client, consultant and management meetings.
• Maintain systematic filing and retrieval of administrative records and ensure confidentiality of personnel, contractual and project information.

B. Public Relations Officer

• Serve as the project's primary contact point for public enquiries, feedback and complaints relating to construction activities.
• Establish and maintain good relationships with residents, businesses, community organisations, neighbouring developments, authorities and other affected stakeholders.
• Maintain an up-to-date stakeholder database, engagement records and Public Feedback / Complaint Register with clear tracking from receipt to closure.
• Identify stakeholders affected by upcoming works and coordinate proactive engagement before major or disruptive construction activities.
• Prepare and distribute circulars, notices and advisories for activities such as demolition, piling, excavation, structural works, road or traffic changes, noisy works and other potential disturbances.
• Conduct stakeholder visits, briefings, meetings and door-to-door engagement where necessary.
• Receive, acknowledge and record feedback promptly; coordinate with the construction team to investigate causes, implement corrective or mitigation measures and follow up with affected stakeholders.
• Escalate serious, sensitive or repeated complaints promptly to the Project Manager and relevant management personnel.
• Monitor community impacts associated with noise, vibration, dust, traffic, access, lighting and environmental matters, and work with the construction, safety and environmental teams to minimise disturbance.
• Maintain proper records, photographs, correspondence and evidence of stakeholder engagement, corrective actions and complaint closure.
• Prepare periodic stakeholder engagement and public feedback reports for the Project Manager, client or authorities where required.
• Represent the company and project professionally and maintain courteous, clear and transparent communication with all stakeholders.

Role Requirements:

• Diploma, Higher NITEC, NITEC or equivalent qualification in Business Administration, Mass Communication, Public Relations, Building, Construction Management or a related discipline.
• Preferably three (3) to five (5)years of relevant experience; experience in building or construction projects in Singapore is advantageous.
• Experience in site administration, stakeholder engagement or a construction PRO role is preferred.
• Good understanding of construction-site operations and community concerns associated with noise, dust, vibration, traffic and access disruption.
• Proficient in Microsoft Office applications including Word, Excel, PowerPoint and Outlook.

Role Responsibilities:

• Establish, implement and maintain an effective document control and filing system for the project.
• Manage the receipt, registration, distribution, tracking and filing of all incoming and outgoing project documents and correspondence.
• Maintain proper document numbering, revision control, status and distribution records in accordance with the project's document control procedures.
• Maintain and update the Master Document Register (MDR) and other relevant registers to provide an accurate status of project documentation.
• Control and distribute construction drawings, shop drawings, method statements, material submissions, technical submissions, RFIs, inspection records, reports, meeting minutes and other project documents.
• Ensure that only the latest approved revisions of drawings and documents are available and used by the construction team on site.
• Promptly withdraw, supersede or archive obsolete drawings and documents to prevent unintended use.
• Coordinate with engineers and coordinators to monitor the preparation, submission, review, approval and resubmission status of documents.
• Monitor outstanding submissions and approvals and provide timely reminders to responsible personnel to minimise potential delays to construction activities.
• Maintain proper records of consultant and client comments and ensure revised documents are resubmitted and tracked until final approval or closure.
• Upload, download and manage project documents through the designated Electronic Document Management System(EDMS), Common Data Environment (CDE) or other project collaboration platforms.
• Maintain proper records of contractual correspondence, letters, instructions, site memos, Requests for Information (RFIs), Non-Conformance Reports (NCRs), inspection records and other important project communications.
• Coordinate with subcontractors and suppliers to ensure their submissions comply with the required format, document numbering system and submission schedule.
• Assist the project team in retrieving drawings, correspondence, approvals and historical records when required.
• Prepare periodic document status and outstanding submission reports for review by the Project Manager and project team.
• Maintain proper filing of both electronic and hardcopy records with clear traceability and ease of retrieval.
• Ensure confidential and controlled documents are appropriately managed and accessible only to authorised personnel.
• Support internal, client, consultant and regulatory audits by providing the required documentation and records.
• Coordinate the compilation and submission of as-built drawings, Operation & Maintenance (O&M) manuals, warranties, testing and commissioning records, certificates and other handover documentation.
• Ensure all final project documents are properly indexed, compiled and archived upon completion of the project.
• Perform other document control and project administrative duties as assigned by the Project Manager or project management team.
• Location: Lorong Halus