The posting
Job Summary
Support daily company operations by managing administrative tasks, coordinating project documentation, and liaising with clients and suppliers to ensure smooth project progress and compliance in renovation and fire protection works.
Responsibilities
- Perform administrative and clerical duties to support daily company operations efficiently
- Prepare, organise, maintain, and update company records including quotations, invoices, purchase orders, and correspondence to ensure accuracy and accessibility
- Assist in preparing and maintaining project documentation for renovation and fire protection works to support project management
- Coordinate with clients, suppliers, subcontractors, and site personnel to resolve administrative matters and facilitate communication
- Draft documents, forms, reports, letters, and other correspondence as required by management to support business needs
- Track project schedules, work progress, delivery arrangements, and outstanding documentation to ensure timely completion
- Maintain filing systems for company, project, employee, supplier, and customer records to ensure proper record keeping
- Assist with processing purchase orders, delivery orders, invoices, and supporting documents to facilitate procurement and payments
- Handle incoming calls, emails, and general enquiries, directing them to appropriate personnel to maintain effective communication
- Support management and project teams with meeting arrangements, appointments, and administrative coordination to enhance workflow
- Maintain attendance records and assist with employee and manpower documentation to support HR functions
- Assist with BCA-related, project, and compliance documentation to ensure regulatory adherence
- Liaise with suppliers and subcontractors to obtain quotations, delivery information, and supporting documents to support procurement processes
- Perform data entry and maintain accurate records using Microsoft Office and relevant software to ensure data integrity
- Assist in preparing monthly administrative and project reports to provide management with timely updates
- Perform other administrative duties as assigned by management to support operational needs
Preferred competencies and qualifications
- Diploma or equivalent qualification in Business Administration, Office Administration, Management, or related field
- Experience in administrative roles within construction, renovation, engineering, or building services industries is advantageous
- Proficient in Microsoft Office applications, especially Word and Excel
- Strong written and verbal communication skills to facilitate effective coordination
- Strong organisational and time-management skills to manage multiple tasks efficiently
- Ability to maintain accurate records and handle confidential information appropriately
- Ability to communicate and coordinate effectively with clients, suppliers, subcontractors, and internal staff
- Responsible, organised, detail-oriented, and eager to learn
- Ability to work independently and collaboratively as part of a team
- Experience in Singapore construction or engineering administration is an advantage
