Job Description

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