Estate, Admin Executive (12 months)

Job Purpose

We are seeking a proactive and organized Administrative Executive to support procurement activities, project tracking, and coordination functions. The successful candidate will play a key role in ensuring smooth administrative operations, timely procurement processes, and effective coordination among internal teams, vendors, and stakeholders.

Key Responsibilities

Procurement Administration

• Source quotations and conduct price comparisons from vendors and suppliers.

• Prepare purchase requisitions, purchase orders, and procurement-related documentation.

• Liaise with vendors on quotations, deliveries, invoices, and payment matters.

• Monitor procurement timelines to ensure timely delivery of goods and services.

• Maintain procurement records, supplier databases, and contract documentation.

• Support vendor evaluation and onboarding processes.

Project Tracking & Monitoring

• Maintain project schedules, trackers, and status reports.

• Monitor project progress, milestones, and deliverables to ensure timely completion.

• Coordinate with project teams to obtain updates and follow up on outstanding action items.

• Prepare project reports, dashboards, and summaries for management review.

• Maintain proper filing and documentation of project records.

Coordination & Administrative Support

• Coordinate meetings, site visits, and project-related activities.

• Prepare meeting agendas, minutes, and follow-up action logs.

• Liaise with internal departments, contractors, vendors, and external stakeholders.

• Manage correspondence, document control, and filing systems.

• Provide general administrative support to the team as required.

Requirements

• Diploma in Business Administration, Procurement, Project Management, or related disciplines.

• Minimum 1-3 years of experience in administration, procurement, or project coordination.

• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.

• Good communication and interpersonal skills.

• Detail-oriented with strong follow-up and coordination skills.

• Ability to work independently and manage multiple priorities.