Job Summary
The Admin Executive cum PA to the Director is responsible for providing comprehensive administrative and personal support to the Director while managing daily office administration and foreign/local worker management matters. The role requires strong organisational skills, coordination with multiple stakeholders, and strict adherence to confidentiality and regulatory requirements.
Key Responsibilities
Personal Assistant to the Director
- Provide full administrative and secretarial support to the Director
- Manage the Director's schedule, meetings, appointments, and travel arrangements
- Prepare correspondence, reports, presentations, and meeting materials
- Handle confidential information with professionalism and discretion
- Act as liaison between the Director and internal teams, clients, consultants, and authorities
- Track follow-ups, deadlines, and action items on behalf of the Director
Office Administration
- Manage daily office administrative operations
- Maintain proper filing systems for contracts, invoices, HR, and company records
- Prepare and process invoices, claims, quotations, and basic administrative documents
- Coordinate meetings, take minutes, and circulate meeting notes where required
- Liaise with suppliers, service providers, and external parties
- Ensure office supplies and administrative systems are well maintained
Worker Management & HR Administration
- Handle administrative matters relating to local and foreign workers
- Maintain accurate worker records, including personal details, contracts, and passes
- Coordinate medical check-ups, insurance, and training requirements
- Assist in onboarding, orientation, and offboarding of workers
- Monitor leave records, attendance, and basic payroll-related documentation
- Liaise with MOM, dormitory operators, clinics, and relevant agencies when required
General & Ad-Hoc Duties
- Assist with project-related administrative tasks
- Support management on ad-hoc assignments as required
- Ensure compliance with company policies and relevant regulations
- Perform any other duties assigned by the Director or management
Requirements & Qualifications
- Diploma or equivalent qualification in Business Administration or related field
- Minimum1-3 years of relevant experience in administration, PA, or worker management
- Experience in the construction, engineering, or contracting industry is an advantage
- Familiar with basic HR administration
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Strong organisational, multitasking, and communication skills
- Able to work independently with minimal supervision
- Highlevel of confidentiality, reliability, and attention to detail
Working Conditions
- Standard office hours (as per company policy)
- Flexibility may be required to support the Director's and operational needs
