Project Coordinator

Role Summary

Based at our Tuas South office and reporting to the Project Manager and Director, the Project Coordinator takes charge of the day-to-day coordination, documentation and progress control of NCPL's PSA term contract for building maintenance works.

You will be the central coordination point between our site teams, PSA representatives, consultants, subcontractors and suppliers — managing work orders from instruction through to completion, valuation and close-out, and ensuring every job is delivered safely, on time and fully documented.

Key Responsibilities

1. Term Contract Coordination and Work Order Management

• Receive, register and track work orders and maintenance instructions issued under the PSA term contract, from initial instruction through site execution to completion and sign-off.
• Maintain a live work order register covering status, response and completion timelines, manpower deployed and outstanding items.
• Plan and coordinate daily and weekly works programmes across multiple concurrent job sites and buildings, allocating manpower, plant and materials to meet required response and completion times.
• Track actual progress against agreed timelines, flag slippage early, and propose recovery measures.

2. Multi-Trade Building Maintenance Works

• Coordinate multi-trade maintenance, repair, replacement and A&A works — civil and structural, architectural finishes, roofing and waterproofing, steelwork, and associated M&E touchpoints.
• Review drawings, specifications and scope of works; carry out site measurements and verification to establish accurate scope before works commence.
• Identify discrepancies, buildability issues and unforeseen site conditions, and raise them promptly for resolution and instruction.
• Source and coordinate materials, subcontractors and specialist trades to suit works requirements.

3. Term Contract Administration and Claims

• Price works against the contract Schedule of Rates; prepare and verify work order valuations and star-rate items where scope falls outside the schedule.
• Prepare monthly progress claims, supporting measurement sheets, site records and photographic documentation for submission and certification.
• Maintain records for variations, additional works, extension of time and back-charges.
• Track claim submission, certification and payment status, and follow up on outstanding certifications.

4. Documentation and Submissions

• Prepare method statements, risk assessments, safe work procedures, permits to work, site utilisation plans and lifting/hoisting plans to PSA and Singapore requirements.
• Prepare and submit documentation required by the client and relevant authorities, and track approval status.
• Prepare weekly and monthly progress reports for management and client circulation.
• Maintain project registers: RFIs, material submittals and approvals, site instructions, inspection records, and as-built and handover documentation.
• Assist in preparing tender proposals and technical submissions for new works.

5. Stakeholder Coordination

• Liaise daily with PSA representatives, facility managers, consultants and end-users on work scheduling, site access, work permits and completion acceptance.
• Coordinate with Singapore authorities and agencies where applicable — BCA, SCDF (FSSD), MOM, NEA, PUB and others — supporting timely and complete submissions.
• Coordinate with subcontractors, vendors and material suppliers across all phases of works.
• Coordinate internally with project managers, quantity surveyors, drafters, site supervisors, team leaders and administration.

6. Site Support and Problem Resolution

• Attend site surveys, inspections, joint measurements and project meetings; record and follow through on action items.
• Resolve technical and site queries promptly, escalating where decisions sit above the role.

7. Safety, Quality and Compliance

• Support compliance with the Workplace Safety and Health Act and the WSH (Construction) Regulations, including risk assessments, permits to work and safe work procedures.
• Support compliance with PSA's site safety, security and access requirements at all times.
• Support quality requirements and client inspection and acceptance standards.
• Ensure work and documentation comply with the company's management system requirements and support internal and external audits.

8. Other

• Undertake other duties reasonably required to support project delivery.

Requirements

• Bachelor's Degree in Civil Engineering, Structural Engineering, Building/Construction Management or equivalent. (Minimum Diploma with 5+ years of relevant experience will also be considered.)
• Minimum 5 years' experience in building construction or building maintenance, of which at least 3 years in project coordination, planning or site execution with a main contractor or specialist subcontractor.
• Experience with term contracts, schedule-of-rates pricing and work order based maintenance works is a strong advantage.
• Must be eligible to obtain and maintain a PSA port pass and to clear the security requirements for access to PSA premises.
• Proficient in written and spoken English — all project documentation, correspondence, submissions and meetings with the client, consultants and authorities are conducted in English.
• Proficient in AutoCAD and in scheduling software (Microsoft Project or equivalent) — able to build and update a programme independently.
• Competent in Microsoft Word, Excel and PowerPoint.
• Strong written and verbal communication skills, with the discipline to meet deadlines and work independently with minimal supervision.
• Able to work across multiple concurrent job sites and respond to reactive maintenance requirements.
• Able to work at Tuas South and travel to PSA sites as required.
• Willing to work alternate Saturdays.
• Valid Class 3 driving licence is an advantage.