Service & Admin Coordinator

Job Description

We are seeking a highly organized and proactive individual to manage daily office operations and support the smooth functioning of our administrative and project activities. The ideal candidate will be responsible for ensuring efficient workflow, maintaining accurate documentation, and providing strong communication support to both internal teams and external clients.

Key Responsibilities

. Oversee day-to-day office operations to ensure a smooth and efficient working environment.

. Prepare and generate various administrative documents, including reports, quotations, purchase orders, contracts, and related paperwork.

. Coordinate and schedule appointments, meetings, and follow-ups between internal departments and clients.

. Maintain a well-organized, accurate, and up-to-date filing and documentation system.

. Source, liaise, and negotiate with suppliers for the procurement and replenishment of office or project materials.

. Provide professional reception support, including handling incoming calls, visitors, and general enquiries.

. Compile, consolidate, and submit daily operational reports and updates.

. Respond promptly to email and fax enquiries, ensuring timely and professional communication.

. Assist with contract management activities, including document preparation, deadline tracking, and proper document control.

. Perform additional administrative or operational tasks as assigned by management.

Requirements

. Excellent verbal and written communication skills.

. Strong organizational, multitasking, and scheduling management abilities.

. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

. Ability to work efficiently in a fast-paced and dynamic environment.

. High attention to detail with strong accuracy in documentation and data handling.

. Friendly, approachable, and committed to providing high-quality service.

. Experience in preparing quotations, procurement processes, and contract management is preferred.

. Familiarity with ACMV scopes of work and equipment is an added advantage.

.Prior experience in the ACMV (Air-Conditioning & Mechanical Ventilation) industry will be an advantage.