Job Description
We are looking for a reliable Admin Executive to support daily operations, document handling, and office coordination. This role involves administrative work, basic procurement tasks, and tracking project-related documents, including quotations, claims, and delivery orders. You’ll work closely with the operations and site teams to help keep paperwork in order and the workflow running smoothly.
Key Responsibilities
1. Administrative Support
- Organise and maintain project folders (both digital and hardcopy)
- Prepare and update internal documents such as Work Pass records, safety certs, and staff files
- Print, bind, and compile project submissions, reports, and handover documents
- Coordinate with suppliers, subcontractors, and the internal team for documentation follow-ups
- Handle emails, calls, scanning, and daily office tasks
- Use Microsoft Word, Excel, and Outlook to manage daily documentation
2. Project & Document Coordination
- Request and follow up for quotations from suppliers and subcontractors
- Help fill in standard quotation templates and keep cost comparison records
- Update trackers for project progress, delivery status, and material usage
- Manage claim submissions by preparing supporting documents
- Issue POs and DOs, file signed copies, and monitor delivery status
- Able to draft using AutoCAD
3. HR & Manpower Records
- Maintain proper worker records, including WP expiry, SOC, insurance, and passport copies
- Track attendance, leave, and manpower movement across sites
- Help with the manpower processes, arranging for courses and dormitory matters
- Compilation and calculation of overtime and work schedule
- Assist in MOM document preparation and compliance checks
4. Operational Support
- Liaise with site supervisors or engineers for updates and outstanding items
- Prepare simple checklists, work logs, and records for internal reporting
- Coordinate photos, documentation, and reports from site
- Use shared folders and basic cloud systems to store and manage files
Requirements
- Good working knowledge of Microsoft 365 (Word, Excel, Outlook)
- Able to use PDF editing tools (e.g. Adobe) for document compilation
- Able to edit and drafting of AutoCAD files
- Organised, reliable, and able to handle multiple tasks with minimal supervision
- Confident in communicating with suppliers, vendors, and colleagues
- Must be accurate with details, dates, and formatting
- Understanding of project terms like quotation, invoice, and claim
- Willingness to learn and go for a little extra mile
Who This Role Is For
- Someone dependable, neat, and proactive, who helps make sure things don’t fall through the cracks
- Someone with a sense of responsibility, initiative, and follow-through
- You’ll be supporting site and office matters, not stuck behind a desk with fixed routines
- If you like structure, teamwork, and helping the company stay on track, we want you on our team