1. General Administrative Support
- Provide day-to-day administrative support to Project Managers, Engineers, and Site Teams.
- Handle incoming calls, emails, and correspondence professionally.
- Prepare letters, memos, reports, and meeting minutes.
- Maintain proper filing systems (hardcopy and digital).
- Manage office supplies and ensure smooth office operations.
2. Project Documentation & Control
- Maintain project files including contracts, drawings, method statements, risk assessments, and reports.
- Ensure proper version control of drawings and documents.
- Track submission status (shop drawings, material approvals, method statements, etc.).
- Assist in compiling documents for tender submissions.
- Coordinate document submission to consultants, clients, and subcontractors.
3. Purchase Orders & Procurement Support
- Prepare and issue Purchase Orders (PO) upon approval.
- Liaise with suppliers for quotations and delivery schedules.
- Maintain records of invoices, delivery orders, and payment status.
- Track material delivery and update project teams accordingly.
4. Site & Manpower Coordination
- Coordinate worker passes, site access applications, and training certificates (e.g., safety passes).
- Maintain manpower records and attendance summaries.
- Assist in arranging site inductions and training sessions.
- Prepare necessary documents for site inspections or audits.
5. Financial & Accounts Support
- Verify invoices against PO and delivery orders.
- Prepare payment claims and assist in progress claim documentation.
- Support monthly cost tracking and expense reporting.
- Assist in petty cash management (if required).
6. Compliance & Regulatory Support
- Maintain records of licenses, permits, and insurance certificates.
- Monitor validity of certificates (e.g. lifting equipment, safety training).
- Assist in preparing documentation for audits and regulatory submissions.
7. Meeting & Coordination Support
- Schedule meetings and site visits.
- Prepare meeting agendas and record minutes.
- Follow up on action items and track completion status.
8. Communication & Coordination
- Act as liaison between office and site teams.
- Coordinate with subcontractors and suppliers on documentation matters.
- Ensure timely communication of project updates internally.
Key Competencies Required
- Good document control and organizational skills
- Familiarity with construction terminology and workflow
- Proficiency in MS Office (Excel, Word, Powerpoint)
- Attention to detail and ability to meet deadlines
- Good communication skills
- Ability to handle multiple projects simultaneously
Qualifications & Experience
- Diploma / NITEC / A-level or equivalent in Business Administration or related field.
- Minimum 2 years of administrative experience in Singapore construction or M&E projects preferred.
- Knowledge of BCA, MOM, WSH regulations, and ISO is an advantage.
- Proficiency in MS Office (Word, Excel, Powerpoint).
Skills & Competencies
- Strong organizational and documentation skills.
- Attention to detail and high level of accuracy.
- Effective communication and interpersonal skills.
- Ability to handle multiple tasks under deadlines.
- Familiarity with construction documentation and submission workflows.
Reporting & Compliance
- Reports directly to Project Engineer/ Project Manager/ General Manager.
- Ensures compliance with BCA, MOM, ISO, WSH requirements for site and project documentation.
- Maintains confidentiality of project and company information.
