Admin executive

Department: Administration / Operations

Reports To: Factory Manager / Director / HR Manager

Job Scope:

The Admin Executive provides vital administrative and clerical support to ensure the smooth day-to-day operations of the carpentry factory. The role involves handling documentation, coordinating internal communications, managing staff records, and assisting with procurement and logistics tracking. The Admin Executive also supports compliance efforts and helps maintain organized workflows across departments.

Key Responsibilities:

1. General Administration

Maintain and organize factory records, including work orders, delivery orders, invoices, and filing systems.

Prepare and manage correspondence, reports, and meeting notes.

Support the preparation of documents for project submissions, quotations, and material orders.

2. HR & Manpower Coordination

Maintain and update staff records, including attendance, leave, and timesheets.

Coordinate with HR on staff onboarding, work permits, insurance, and renewals.

Assist in payroll support by collecting and verifying overtime, shift, and attendance data.

3. Procurement & Inventory Support

Generate and track purchase orders and delivery orders.

Liaise with suppliers for quotations, delivery updates, and invoicing matters.

Assist in stock checks and update inventory movement records.

4. Project & Production Support

Assist project and production teams with administrative coordination.

Follow up on project documentation and client forms.

Support site delivery arrangements and logistics tracking.

5. Finance & Accounts Support

Perform basic data entry of supplier invoices and petty cash claims.

Reconcile delivery orders with supplier invoices and follow up on payment issues.

Assist with monthly expense and cost tracking reports.

6. Safety & Compliance

Help maintain records related to safety audits, WSH compliance, and training attendance.

Assist in scheduling safety briefings and toolbox meetings.

Requirements:

Diploma or Certificate in Business Administration, Office Management, or equivalent.

1–3 years of experience in admin, preferably in construction or manufacturing industries.

Proficient in Microsoft Office (Word, Excel, Outlook).

Familiarity with filing systems, basic procurement processes, and payroll support is an advantage.

Strong attention to detail, organizational, and communication skills.

Able to work independently and handle confidential matters discreetly.

Working Conditions:

Office-based role located within the factory premises.

May occasionally require support during peak project periods or audits.

Must be comfortable working in a factory environment with coordination across departments.