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Admin Assistant

Posted on Feb. 28, 2025

  • Bedok, Singapore
  • 0 - 0 USD (yearly)
  • Full Time

Admin Assistant

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1. General Office Administration

  • Office Management: Ensure smooth office operations, including handling office supplies, coordinating with vendors, managing office equipment maintenance, and ensuring a clean and safe work environment.
  • Document Management: Organize and maintain both physical and digital files, ensuring that all documents are properly stored, indexed, and easy to retrieve.
  • Correspondence Handling: Handle incoming and outgoing correspondence, including emails, letters, and packages, and ensure proper routing to the appropriate personnel.

2. Project Support

  • Assisting Project Managers: Provide administrative support to project managers, including organizing meetings, managing schedules, preparing reports, and tracking project milestones.
  • Document Control: Assist with document control for construction projects, such as ensuring that project documentation (e.g., blueprints, contracts, project plans) is up-to-date, organized, and compliant with company policies.
  • Procurement Support: Help with the ordering and tracking of materials, supplies, and equipment needed for construction projects.
  • Coordination with Subcontractors: Assist in communicating with subcontractors, suppliers, and clients, ensuring that all parties have the necessary documents and information to proceed with their tasks.
  • Budget & Expense Tracking: Support in tracking project expenses, processing invoices, and ensuring that all financial records are maintained accurately.

3. Scheduling & Coordination

  • Meeting Coordination: Schedule meetings, conference calls, and site visits. Ensure the preparation of necessary materials and communication with relevant parties.
  • Travel Arrangements: Organize travel logistics for project teams, including flight bookings, hotel arrangements, and transportation.
  • Event Management: Coordinate company events, site visits, safety orientations, and employee training sessions.

4. Human Resources Support

  • Timekeeping & Payroll: Assist with tracking employee attendance, leave records, and maintaining personal files. Help with payroll processing by collecting data or coordinating with HR.
  • Recruitment Assistance: Assist with the recruitment process by organizing interviews, preparing job postings, and processing candidate applications.

5. Health, Safety & Compliance

  • Safety Documentation: Ensure that safety reports, work permits, and risk assessments are properly documented and accessible. Assist with safety training and ensure compliance with workplace safety regulations.
  • Permit Handling: Assist with the application and submission of necessary permits for construction work, ensuring that all required permits are in place for the company to operate legally.

6. Communication & Liaison

  • Client Liaison: Maintain communication with clients, contractors, and suppliers to ensure the smooth execution of projects. This can include answering inquiries, forwarding requests to the right department, or preparing client-facing reports and presentations.
  • Internal Communication: Act as a liaison between various departments, ensuring that information flows efficiently across teams working on different aspects of the project.

7. Ad hoc Tasks

  • Ad Hoc Tasks: Depending on company needs, the administrative assistant may be asked to assist in other areas, such as preparing presentations, assisting with tender submissions, or organizing team-building activities.

Knowledge of QBO would be good

Knowledge of MOM portal WPOL would be good

Job Type: Full-time

Pay: From $1,600.00 per month

Schedule:

  • Day shift
  • Monday to Friday

Supplemental Pay:

  • Performance bonus
  • Yearly bonus

Experience:

  • Construction or Engineering Company: 2 years (Preferred)

Work Location: In person


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