Admin Executive

JACOB GENERAL CONTRACTORS PTE. LTD.; Singapore; On-site; SGD 36,000 - 51,000; Full time

Job summary

JACOB GENERAL CONTRACTORS PTE. LTD. in Singapore is seeking a responsible Admin & Project Support Executive to assist daily office operations, invoicing, HR and accounting administration, and provide coordination support to the project team.

The role involves maintaining employee records, preparing payroll and claims, handling invoices and supplier communications, and supporting project documentation and reporting to ensure smooth project delivery.

Qualifications

• Diploma or relevant qualification in Business Administration, Accounting, Human Resources or a related field
• Previous experience in administration, invoicing, basic accounts or HR support is preferred
• Proficient in Microsoft Office, especially Excel and Word

Responsibilities

• Support HR tasks: maintain employee records, attendance, leave, medical certificates; assist payroll and claims; assist recruitment and onboarding
• Administrative & invoicing: prepare quotations, invoices, credit notes, follow up on documents and payments; file invoices and project records; handle general office administration
• Accounts support: assist with accounts payable/receivable; record supplier invoices; liaise with suppliers, customers and accountants
• Project team support: assist with quotations, submissions, reports and documentation; follow up on job sheets and purchase orders; coordinate with project managers, supervisors, suppliers and clients; ensure project records are well maintained

Skills

Microsoft Office

Excel

Word

Education

Diploma in Business Administration/Accounting/HR

Tools

Microsoft Office

Job description

We are looking for a responsible and well-organised Admin & Project Support Executive to support our daily office operations, invoicing, HR and accounting administration, as well as provide coordination support to our project team.

Key Responsibilities

HR Support

• Maintain employee records, attendance, leave and medical certificates
• Assist with payroll preparation and employee claims
• Support recruitment, onboarding and offboarding processes
• Prepare employment letters, HR forms and other staff documents
• Assist with work permit-related administration and other HR matters

Administrative & Invoicing

• Prepare quotations, invoices, credit notes and other supporting documents
• Follow up on outstanding documents, approvals and payments
• Maintain proper filing of invoices, purchase orders, delivery orders and project records
• Handle general office administration and correspondence

Accounts Support

• Assist with accounts payable and accounts receivable
• Record supplier invoices and update payment records
• Liaise with suppliers, customers, accountants when required

Project Team Support

• Assist the project team with quotations, submissions, reports and documentation
• Follow up on job sheets, work orders, purchase orders and project claims
• Coordinate with project managers, supervisors, suppliers and clients
• Monitor project documentation and ensure records are properly maintained
• Provide general administrative support to ensure projects run smoothly

Requirements

• Diploma or relevant qualification in Business Administration, Accounting, Human Resources or a related field
• Previous experience in administration, invoicing, basic accounts or HR support is preferred
• Proficient in Microsoft Office, especially Excel and Word
• Basic knowledge of accounting software will be an advantage
• Able to communicate effectively in English
• Organized, responsible and attentive to detail
• Able to handle multiple tasks and follow up independently
• Comfortable working closely with both office and project teams
• Experience in the construction industry will be an advantage