Project Administrator

Job Description

• Collaborate with Project Managers, Operation Managers, relevant Vendors and stakeholders to develop detailed reports on project budgets at regular intervals (daily/monthly/quarterly) or as specified by the Authority.
• Align budget planning with the scope, timeline and deliverables of the projects.
• Update the relevant systems/spreadsheets daily/weekly/monthly to capture the budget and expenditure timely and accurately
• Track actual project expenses versus budgeted amounts monthly/ quarterly and yearly. Perform Data Analytics on the financial data and generate reports on expenditure versus budget planned regularly for management review.
• Identify variance amounts and variance reasons for budget forecast quarterly.
• Conduct data analytics and prepare periodic financial reports including variances on expenditure and budget utilization. Developing visualization on the financial data to convey the information in a clear and concise manner, and to identify trend, patterns or insights.
• Work with stakeholders to ensure timely goods receipt and track payment to vendors to complete the payment cycle within the financial year.
• Gather procurement related documents such as purchase orders, Certificate of Completions from projects POCs and file them into the Authority’s designated e-filing system regularly.
• Handle queries and manage all form of correspondences with stakeholders, being the Point of Contact team, for all budget-related information with project teams and stakeholders (internal and external).
• Support management by organizing meetings with project Point of Contact to review financial performance regularly in order to produce accurate and up to date budget plan and expenditure reports.
• Communicate budget updates, differences or financial risks to stakeholders in a clear and timely manner.
• Perform administrative duties of data entry, e-filing and data maintenance into the authorized and designated template, systems and websites timely and in a structured manner.
• Coordinate, organized, schedule, book meetings in support of the lead PM administrative task.
• Develop and maintain comprehensive Standard Operating Procedures (SOPs) and Handover-Takeover (HOTO) documentation.
• Propose and pilot new ideas or tools to streamline processes and improve accuracy from a top-down perspective.
• Ensure compliance and verify that all activities adhere to MINDEF/DSTA guidelines and audit requirements. Maintain an audit-ready trail for all financial transactions and documentations.
• Consolidate and manage Asset Accounting records by working with PMTs to organize and/or reconcile asset capitalization/accounting records. Ensure all required assets are capitalized according to asset accounting principles.
• Conduct root-cause analysis on legacy BOC items.
• Drive continuous improvement initiatives by identifying and proactively tracking BOC items from initiation to final, ensuring no items are left incomplete in the pipeline process.

Qualifications

• Proficient in Microsoft Excel using formula such as VLOOKUP, INDEX/MATCH, Pivot Table and/or Macro Programming knowledge (optional).
• Proficient in Microsoft SharePoint, such as creation of web pages, customization of SharePoint List and management of site permissions.
• Proficient in Microsoft Power Point for creation of presentation material for management.
• Knowledge of Power BI/Tableau/Qlik Sense for creation of dashboards.
• Fast Learner.
• Taking and implementing initiative to improve budget management / workflow.
• Open to train and guide.

Additional Information

We are driven by our AEIOU beliefs—Adventure, Excellence, Integrity, Ownership, and Unity—and we seek individuals who embody these values in both their professional and personal lives. We are committed to our Impact: Valuing our clients, Growing our people, and Creating our future.

Together, we make the extraordinary happen.

Learn more about us at ncs.co and visit our LinkedIn career site.

Scam Alert

We are aware of fraudulent job offers and impersonations of NCS recruiters. Phishing emails using convincing-looking but fake addresses are also commonly used to trick you into thinking that they come from official NCS sources.

Please note that all official communications from NCS Group will only be sent from verified corporate email addresses. Always check that the sender’s email address ends with the genuine NCS domain, @ncs.com.sg/ @ncs.co and beware of extra letters, symbols or misspellings. When in doubt, verify the sender’s identity by contacting us at [email protected].