Admin Assistant (Based in site office, WEST, 5.5 days)

LEIGHTON CONTRACTORS (ASIA) LIMITED (Singapore Branch); Singapore; On-site; SGD 45,000 - 60,000; Full time

Job summary

A leading construction firm in Singapore is seeking an experienced administrative coordinator. You will be responsible for coordinating e-SIC processes, managing registrations, and providing administrative support. The ideal candidate has a diploma and at least 5 years of related experience, preferably in the construction industry, and is familiar with NewForma. This role offers an opportunity to work in a dynamic environment and drive operational efficiency.

Qualifications

• 5+ years related experience, preferably in the construction industry.
• Familiar with document management processes.

Responsibilities

• Coordinate e-SIC processes with subcontractors and suppliers.
• Manage registration of Face ID and attendance records.
• Source PPE and handle quotation requests.
• Prepare Transfer Request Forms accurately.

Skills

Coordination

Communication

Administrative skills

Education

Diploma in any faculty

Tools

NewForma

Job description

Job Scope

• Coordinate e-SIC processes both internal and external, including liaising with subcontractors and suppliers.
• Collaborate with internal teams to arrange gate passes for vehicle access and personnel entry to plant for contractors, suppliers, and subcontractors.
• Work with contractors to source Hubber Tech issuance for internal staff and subcontractors while maintaining an accurate register and issuance summary.
• Manage the registration of Face ID for internal staff and ensure proper documentation.
• Maintain Hubber attendance records and submit attendance summaries to client as required.
• Liaise with suppliers for calibration of gas meters and Self‑Contained Breathing Apparatus (SCBA) equipment.
• Source Personal Protective Equipment (PPE) such as safety shoes, uniforms, helmets, glasses, earplugs, and masks; handle quotation requests and submit Purchase Requisition (PR) forms to QS for processing.
• Upload monthly plant and equipment maintenance reports onto Hubber.
• Coordinate documentation for internal and external audits.
• Maintain and update both internal and external training matrices.
• Prepare and submit all Transfer Request Forms (TRF) in a timely and accurate manner.
• Provide temporary coverage for the Document Controller role during their absence.
• Manage the submission and tracking of all claims to maintain operational efficiency.
• Oversee administrative tasks, including ordering stationery and organizing meeting room bookings.
• Handle the issuance and return of personnel equipment, including preparing the necessary documentation for new employees and resignees.
• Support and execute ad‑hoc tasks or assignments as directed by the HR department to ensure smooth operations.

Requirements

• Diploma in any faculty.
• Minimum 5 years related experience, preferably Construction industry.
• Familiar with NewForma.