Project Administrator

Siemens Mobility is the trusted partner for sustainable and seamless public transport solutions for rail and road, from the first to the last mile. Our goal is to set the highest standards of customer satisfaction, achieved through motivated employees who create real value. Discover what it is like to be part of our team in Taiwan

We are looking for a proactive and detail-oriented Project Administrator to support our Kaohsiung infrastructure project. This role focuses on document control and project administration for one assigned project, while also contributing to central tasks and supporting other projects during peak periods. Based in Kaohsiung (office, KRTC Daliao, or South Depot), the position requires flexibility and hands-on collaboration with project teams to ensure efficient processes and compliance with Siemens standards.

Responsibilities:

• Project Document Control:
• Manage the full document lifecycle: creation, review, approval, submission, versioning, and archiving.
• Perform formal checks and formatting of technical and contractual documents.
• Coordinate with engineers, project managers, and external partners to ensure timely submissions.
• Maintain correspondence logs and trackers; handle incoming/outgoing letters and assist in preparing letters.
• Manage and monitor submission deadlines, prepare document status reports, and update the document management plan.
• Archive documents in SharePoint or other designated systems.
• Support in-house translation and formatting of bilingual documents.
• Ensure compliance with Siemens standards and project-specific requirements.
• Project Administration:
• Handle daily administrative tasks for the dedicated project.
• Support logistics including travel bookings, visa applications, and hotel arrangements.
• Assist with procurement processes (general and project-related supplies) and stock arrangements.
• Track material delivery status and support acceptance inspections on site.
• Coordinate shipping, customs clearance, and delivery inspections.
• Support project reporting and schedule updates.
• Assist site managers in site activities such as surveys, installation, and testing & commissioning (T&C).
• Provide administrative support for project activities paperwork including design, installation, T&C, warranty, and billing.
• General Tasks and Expectations:
• Demonstrates flexibility and willingness to support a small project team, including tasks outside the primary scope when required.
• Willing to visit project sites for inspections, document delivery, and to provide support to engineers when necessary.
• Provide day-to-day support to project teams and other document controllers on document control systems and best practices.
• Assist other project teams during peak periods by taking on document control tasks to ensure continuity.
• Cross Project Support & Process Improvement
• Provide backup support to other project teams during peak periods.
• Contribute to the improvement of document control processes and templates
• Collaborate with other document controllers to harmonize workflows across projects.
• Support digitalization initiatives, including dashboards and reporting tools.

Requirements:

• Minimum 10 years of work experience, including at least 5 years in document control for public infrastructure or government projects.
• Experience in metro/railway or turnkey projects, or in Project & Construction Management (PCM) roles, is a plus.
• Strong command of SharePoint and document control tools (e.g., Aconex, Teamcenter).
• Excellent organizational and communication skills.
• Fluent in English and Mandarin, with strong writing skills.
• Proficient in MS Office (Word, Excel, PowerPoint).

Our Commitment to Diversity, Equity and Inclusion:

We value your unique identity and perspective. We are fully committed to providing equitable opportunities and building a workplace that reflects the diversity of society. Come bring your authentic self and transform the everyday with us.