Esther Williams
Senior Project Coordinator/Admin
Blk 922, Jurong West St92
Summary
Seasoned administrative professional offering 20 years of expertise in project coordination, confidential support, document control, procurement, and governance. Excellent communication, multitasking, and time management skills. Proven track record of delivering high-quality service. Autonomous, adaptable, and collaborative with a passion for driving administrative excellence.
Overview
27
27
years of professional experience
8
8
Certifications
Work History
Senior Project Coordinator/Administrative Manager
Alstom Transport
08.2021 - Current
- Managing team of 5 administrative executives and interns.
- Managed office operations, ensuring seamless day-to-day activities.
- Implemented e-filing and record management systems.
- Verified and approved Purchase Requisitions, Advance Payments, and invoices.
- Reviewed AP/AR Aging reports, ensuring timely follow-up and payment updates.
- Managed staff claims and reimbursements
- Oversaw petty cash management
- Supervised and mentored staff, conducting performance appraisals.
- Worked closely with finance teams to monitor budgets consistently, identifying cost-saving opportunities without compromising quality or deliverables.
- Enhanced team productivity by providing comprehensive training on project management tools and methodologies.
- Mentored junior team members, providing guidance on project management principles and fostering their professional development.
- Conducted staff appraisals and managed performance
- Followed up on change orders to ongoing projects, confirming necessary alternation completions occurred on time.
- Facilitated communication between departments to enhance project success.
- Checked compliance with Service Level Agreements (SLAs) across entire project.
- Administered project management meetings to align support staff priorities with management goals.
- Fostered safety awareness, ensuring up-to-date Risk Assessments and safety measures
- Maintained ISO accreditation, reviewing and updating processes
- Liaised with third-party providers, management, and employees
- Planned office layouts and coordinated office/warehouse moves
- Tracked man-hours for audit cost estimation
- Managed fixed asset records
Senior Administrative Officer
Bombardier Transportation
01.2020 - 07.2021
- Acquired proper equipment, refreshments and supplies for meetings and supported needs of attendees.
- Analyzed data from various sources to identify trends and areas for improvement in organizational performance.
- Liaised with staff to manage information, develop systems, and compile reports using data to identify trends and take action to enhance performance and safety.
- Ensured compliance with company policies and government regulations through rigorous monitoring of processes and procedures.
- Maintain filing system.
- To raise purchase order and liaise with procurement team for SAP purchases.
Administrative Officer
Bombardier Transportation
03.2019 - 12.2019
- Created, prepared, and delivered reports to various departments.
- Maintained accurate records, ensuring timely processing of invoices, payments, and financial reports.
- Updated reports, managed accounts, and generated reports for company database.
- Improved communication within organization through regular updates on policies, procedures, and key events.
- Managed document control and submissions to LTA
- Prepared DAR reports and MPR/MPM documents
- Coordinated stakeholder communication and logistics
- Organized team-building functions, fostering collaboration and morale.
- Compiled and submitted Monthly Progress Reports (MPR) to stakeholders
- Arrange travel requirements for different teams.
- Logistics to and from sites.
- Facilitated Monthly Progress Meetings (MPM), driving project momentum
Administrative Coordinator
Bombardier Transportation
12.2018 - 02.2019
- Supported project management efforts by tracking deadlines, maintaining documentation, and communicating progress updates to stakeholders.
- Collaborated closely with department heads for strategic planning purposes while ensuring their alignment with overall organizational goals.
- Maintained well-organized filing system to ensure easy access to important records and documents.
- Reduced expenses by monitoring budgets, tracking expenditures, and identifying cost-saving opportunities.
- Completed bi-weekly payroll for 50 employees.
Senior Confidential Secretary
Raffles Health Insurance
03.2017 - 09.2017
- Preparation of meeting documents for Board meetings.
- Facilities coordination of office.
- Purchase orders for all office supplies via SAP.
- Coordinating office functions.
- Assisting CEO and Board Member.
- Maintaining office documents.
- Developed strong relationships with vendors and suppliers, ensuring timely delivery of goods and services at competitive prices.
Administrative Executive
Gospel Light Christian Church
06.2015 - 02.2017
- SOP creation for Security Services.
- Building maintenance - Administration support and role involvement.
- Front desk enquiries support.
- Key movements recording.
- Coordinated procurement processes, obtaining, and comparing quotations from vendors.
- Collected data, input records, and protected electronic files.
- Handled confidential information with utmost discretion, ensuring sensitive data was protected from unauthorized access.
- Oversaw inventory management, maintaining optimal supply levels while minimizing waste and unnecessary expenses.
- Planned and executed events for employees and clients and managed logistics and vendor relations.
- Led, directed, managed and mentored 5 administrative staff members.
Head Secretary
Van Oord Offshore B.v.
03.2014 - 10.2014
- Enhanced office efficiency by streamlining processes and implementing new organizational systems.
- Implemented cost-saving measures within office by identifying inefficiencies in supply usage and spending habits.
- Optimized internal communication channels by leveraging technology and other tools to streamline information sharing among team members.
- Various admin support for offshore team.
- Supported executive staff with comprehensive meeting preparation, resulting in smoother and more productive sessions.
- Managed complex calendars and coordinated schedules for multiple executives, ensuring timely attendance to appointments.
- Assisted in budget development for administrative department, tracking expenses closely throughout fiscal year.
- Handled sensitive information with discretion, contributing to secure and confidential work environment.
- Coordinated travel arrangements for executives as needed, ensuring seamless transportation logistics while maximizing cost effectiveness.
- Maintained daily report documents, memos and invoices.
Personal Assistant/Administrative Officer
Alstom Asia Pte Ltd
04.2011 - 02.2013
- Provide secretarial and administrative support to the Regional Director and Managing Director.
- Maintain Proper Filing. E.g. Service Contracts, POs, Bonds, etc.
- Handle expense claims for the Directors and Country President.
- Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.
- Improved time management of the executive through effective prioritization and organization of tasks.
- Coordinated events and functions with attention to detail ensuring successful execution.
- Facilitated smooth office operations by managing supplies inventory and overseeing maintenance requests.
- Streamlined office operations, implemented digital filing systems to reduce paper use and improve accessibility.
- Participated in team meetings and staff training sessions.
- Monitored and reported any changes in clients' physical and mental health.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
Document Controller/Executive Secretary
Alstom Transport (S) Pte Ltd
07.2009 - 03.2011
- Provided confidential secretarial support to the Project Manager.
- Coordinated meetings, appointments, and events.
- Prepared meeting minutes and maintained correspondence logs.
- Facilitated PR/PO submissions.
- Assisted in preparing monthly reports and DAR submissions to LTA.
- Compiled and submitted other reports as required.
- Monitored team attendance, timesheet submission, and leave balances.
- Maintained organized documentation and records.
- Monitored due dates and deadlines and worked to submit all documents on time or early.
- Demonstrated adaptability by quickly learning new software platforms and adjusting processes as needed to accommodate evolving project requirements or client preferences.
- Maintained strict compliance with industry regulations governing document retention periods, archiving obsolete materials promptly and securely when required.
Project Coordinator
Greatship Global Energy Services Pte Ltd C/o Keppel Fels Ltd
09.2008 - 05.2009
- Developed comprehensive project plans, outlining scopes, timelines, deliverables, and milestones.
- Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
- Maintained accurate documentation of all projects, facilitating efficient audits and future reference.
- Coordinated cross-functional teams to achieve seamless collaboration in achieving project objectives.
- Updating and maintaining an inventory for all incoming documents, updating all FAT programs, and submitting TA for employee to FAT.
- Managing the Drawings and Documents verification and register (filing both hard and soft copies), including maintaining and recording incoming/outgoing VCD, TM, and Comments on drawings to yard.
- Handling company petty cash as part of a daily allowance for incoming crew, maintaining records for daily office supplies, and crew accommodation supplies.
- Facilitated frequent progress reports and presentations to keep management informed about ongoing activities within their respective domains.
- Managed competing demands and professionally adapted to frequent change, delays and unexpected events.
- Cultivated strong relationships with key project stakeholders through regular, transparent communication, securing their ongoing support and trust.
- Spearheaded sustainability initiative within projects, leading to more environmentally friendly practices and positive public relations outcomes.
Administrative Assistant/Secretary
Aramco Overseas Company B.V/
03.2008 - 09.2008
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure smooth integration into team.
- Facilitated cross-departmental communication, organizing meetings to discuss project progress and align objectives.
- Implemented new CRM system to track client interactions, improving response times and client satisfaction.
- Addressed IT issues by coordinating with tech support, minimizing downtime and maintaining operational efficiency.
- Facilitated training sessions for new software tools, increasing team productivity and reducing learning curves.
- Organized company events to enhance team cohesion, coordinating logistics and catering for over 50 participants.
- Managed filing system, entered data and completed other clerical tasks.
Material Controller/Project Coordinator
Foster Wheeler Asia Pte Ltd/P
01.2007 - 02.2008
- Project Position Site Assistant, Material Controller (Lucite).
- Operating with mandate to maintain sound Documentation and Filing System and assisting in all aspects of administrative duties pertaining to Warehouse.
- Generating OG1/OG2, Work Package, Updating IN1 and IN2 via Smile Systems, liaising with Subcontractors on Material Issuance, and undertaking Good Receiving to Warehouse.
- Developed comprehensive reports on inventory levels, allowing for proactive decision-making in purchasing and production planning.
- Established strong relationships with key stakeholders such as vendors and logistics providers, enabling smooth coordination during peak periods.
- Conducted regular audits of warehouse operations, ensuring compliance with industry regulations and safety standards.
- Overcame logistical challenges by devising alternative transportation solutions that maintained integrity of time-sensitive shipments.
- Implemented barcode scanning systems, increasing efficiency in tracking and managing materials across supply chain.
Project Secretary/Document Controller
Discovery Drilling Pte Ltd C/o Keppel Fels Ltd
01.2005 - 01.2007
- Demonstrated strong attention to detail and commitment to excellence by consistently delivering high-quality work in timely manner.
- Increased accuracy in time tracking by implementing standardized system for logging hours worked on each specific task or activity within projects.
- Streamlined communication among team members by managing calendars, scheduling meetings, and distributing meeting agendas.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Established administrative work procedures to track staff's daily tasks.
- Organized logistics and materials for each meeting, and took detailed notes for later dissemination to key stakeholders.
- Safeguarded sensitive information through stringent adherence to company confidentiality policies and procedures.
- Preparing Month Accounts Reports, consolidating individual Accounts claimable, and Process for payments, maintenance, and distribution of Petty cash for individual claims.
- Consolidation of timesheets, leave, incentives, claims, etc., ensuring storage of records in secure location.
Confidential Secretary
Keppel Fels Ltd
12.2004 - 02.2005
- Monitoring and tracking submission of SCR/Pr to project managers and assisting other projects as required.
- Coordinating all functions pertaining to various projects (Keel Laying, Strike Steel, Man Hours, Christening, etc.).
- Ensured strict confidentiality of sensitive information through diligent handling of records and data protection practices.
- Coordinated seamless events and meetings by overseeing logistics, preparing materials, and communicating with participants.
- Supported human resources initiatives by assisting with employee onboarding, training, and performance evaluations.
- Facilitated smooth operations within organization by promptly addressing inquiries from both internal and external stakeholders.
- Prepared accurate expense reports for timely reimbursement, ensuring accountability in financial transactions.
- Managed filing system, entered data and completed other clerical tasks.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
Administrator/Secretary
Schlumberger Oilfield (S) Pte Ltd
06.2001 - 10.2004
- Supervised administrative support staff members, offering guidance, feedback, and mentorship that contributed to their professional growth and development.
- Completing Reprographic Services, designing Signage for Base using PowerPoint (Clip Art), and collating Rig Drawings for Binding and couriering to various locations overseas.
- Raising purchase orders via SWPS systems and preparing proforma invoices for outgoing shipments.
- Ensuring updates of medical records of all flying squad members and arranging for medical reviews.
- Coordinating all Incoming and Outgoing (Air/Sea freight), ensuring safe packing of Cargo that contained explosives and ensuring compliance with safety standards and filing all Freight Documentation.
- Maintained accurate documentation of company policies and procedures for easy reference by all employees.
- Oversaw maintenance of office equipment, minimizing downtime due to malfunctions or repairs.
- Implemented customer feedback system, leading to improved service delivery and customer satisfaction.
- Collected, arranged, and input information into database system.
- Created and managed project plans, timelines and budgets.
- Educated staff on organizational mission and goals to help employees achieve success.
- Observed packing operations to verify conformance to specifications.
- Maintained daily report documents, memos and invoices.
- Coordinated travel arrangements for senior staff, ensuring smooth business trips with minimal disruptions.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
Marketing Executive/HR Executive
ILZA Enterprise
02.1998 - 04.2001
- Marketing Executive, HR Executive
- Maintaining all aspects of Accounts Receivable/Payable, raising invoices for purchase orders, processing induction, training, and payroll for employees, and implementing new filing system.
- Coordinating Artwork for Silkscreen Printing.
- Providing HR support (CPF Contributing for Employer and Employee, CPF Contribution for various organizations, e.g.
- SINDA, CDAC, MENDAKI, etc.; leave, medical claims, etc.
- Delivering Administration Support (filing, answering inquiries, and preparing quotations on Silkscreen printing).
- Sourcing new client for corporate gift items, meeting up with potential clients for printing design promotion.
Education
High School Diploma -
Clement Town Secondary School
Singapore 04.2001 -
Skills
Project Scheduling
Creative solutions
Administrative coordination
Project Management
Risk Management
Administrative Management
Meeting Coordination
Documentation Management
Mentoring and Coaching
Risk Assessment
Teamwork and Collaboration
Customer Service
Certification
SOC Certificate
Proficiency
- Microsoft Word
- Power Point
- Excel
- Multi-Tasking
Timeline
Senior Project Coordinator/Administrative Manager
Alstom Transport
08.2021 - Current
Senior Administrative Officer
Bombardier Transportation
01.2020 - 07.2021
Administrative Officer
Bombardier Transportation
03.2019 - 12.2019
Administrative Coordinator
Bombardier Transportation
12.2018 - 02.2019
Senior Confidential Secretary
Raffles Health Insurance
03.2017 - 09.2017
Administrative Executive
Gospel Light Christian Church
06.2015 - 02.2017
Head Secretary
Van Oord Offshore B.v.
03.2014 - 10.2014
Personal Assistant/Administrative Officer
Alstom Asia Pte Ltd
04.2011 - 02.2013
Document Controller/Executive Secretary
Alstom Transport (S) Pte Ltd
07.2009 - 03.2011
Project Coordinator
Greatship Global Energy Services Pte Ltd C/o Keppel Fels Ltd
09.2008 - 05.2009
Administrative Assistant/Secretary
Aramco Overseas Company B.V/
03.2008 - 09.2008
Material Controller/Project Coordinator
Foster Wheeler Asia Pte Ltd/P
01.2007 - 02.2008
Project Secretary/Document Controller
Discovery Drilling Pte Ltd C/o Keppel Fels Ltd
01.2005 - 01.2007
Confidential Secretary
Keppel Fels Ltd
12.2004 - 02.2005
Administrator/Secretary
Schlumberger Oilfield (S) Pte Ltd
06.2001 - 10.2004
High School Diploma -
Clement Town Secondary School
04.2001 -
Marketing Executive/HR Executive
ILZA Enterprise
02.1998 - 04.2001
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