Administrative Executive

Job Summary

Manage and maintain contracts, commercial documents, and records to ensure compliance and support project teams. Coordinate document control, track contract milestones, and assist management with audits and reporting in a construction and engineering environment.

Responsibilities:

• Manage contracts, agreements, quotations, purchase orders, and other commercial documents to ensure accuracy and completeness
• Maintain a contract register tracking contract value, commencement, expiry, renewal dates, and status for timely stakeholder updates
• Monitor contract expiry and renewal dates and provide proactive reminders to relevant stakeholders to support contract continuity
• Ensure all contracts and supporting documents are properly signed, approved, and securely filed both electronically and physically
• Develop and maintain an effective document control system with proper naming, indexing, version control, and easy retrieval
• Register, classify, distribute, file, and archive incoming and outgoing documents to maintain organized records
• Maintain updated records of suppliers, subcontractors, and service providers, including agreements and supporting documentation
• Coordinate with project teams and departments to obtain missing documents and ensure completeness of records
• Prepare, compile, and retrieve documents for management reviews, audits, and compliance requirements efficiently
• Perform general administrative duties including correspondence, data entry, and report preparation as required
• Maintain confidentiality and control of company and contractual documents to safeguard sensitive information
• Execute additional administrative tasks as assigned by management to support operational needs

Requirements:

• Diploma or equivalent qualification in Business Administration, Management, or related discipline
• 2-3 years of relevant experience in administrative, contract administration, or document control roles
• Experience in construction, engineering, or project-based industries is advantageous
• Proficiency in Microsoft Office applications, especially Excel, Word, and Outlook
• Strong organizational skills with meticulous attention to maintaining accurate documentation and filing systems
• Ability to manage multiple tasks and independently follow up on deadlines
• Effective communication and coordination skills to liaise with stakeholders and internal teams
• Bilingual proficiency in English and Mandarin to communicate with Mandarin-speaking stakeholders, suppliers, and subcontractors, supporting effective collaboration