Admin Assistant

EXCEL M&E ENGINEERING (S) PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in M&E engineering is seeking an Administrative Assistant to ensure efficient office operations and provide crucial project support. This role involves managing office procedures, assisting with document control, coordinating communication between clients and subcontractors, and facilitating adherence to safety compliance. The successful candidate will demonstrate strong organizational skills and knowledge of relevant software tools.

Qualifications

• Knowledge of QBO beneficial.
• Familiarity with MOM portal WPOL advantageous.

Responsibilities

• Manage office supplies and operations smoothly.
• Provide project support to managers and assist with document control.
• Schedule meetings and coordinate travel arrangements.
• Assist with payroll processing and recruitment.
• Ensure compliance with health and safety regulations.

Skills

Office Management

Document Management

Correspondence Handling

Project Support

Material Procurement

Compliance with Safety Regulations

Client Liaison

Job description

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