Admin Executive (1 year contract)

Hwa Chong Institution; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

Hwa Chong Institution is seeking an Administrative Executive to support procurement, project tracking, and coordination across internal teams, vendors, and stakeholders.

You will manage project schedules, prepare reports and purchase orders, liaise with vendors, and ensure timely procurement while maintaining documentation and filing systems.

The ideal candidate has a Diploma and 1–3 years of experience in administration or procurement, with strong communication and multitasking abilities.

Qualifications

• Diploma in Business Administration, Project Management or related field.
• **

Responsibilities

• Maintain project schedules, trackers, and status reports.
• Monitor project progress and milestones to ensure timely completion.
• Coordinate with project teams for updates and follow-up on actions.
• Prepare project reports and summaries for management review.
• Maintain filing and documentation of project records.

Skills

Communication skills

Organization & multitasking

Detail-oriented

Independent work

Education

Diploma in Business Administration

Diploma in Project Management

Tools

Microsoft Office

Job description

We are seeking a proactive and organized Administrative Executive to support procurement activities, project tracking, and coordination functions. The successful candidate will play a key role in ensuring smooth administrative operations, timely procurement processes, and effective coordination among internal teams, vendors, and stakeholders.

Responsibilities:

1) Project Tracking & Monitoring

• Maintain project schedules, trackers, and status reports.
• Monitor project progress, milestones, and deliverables toensure timely completion.
• Coordinate with project teams to obtain updates and followup on outstanding action items.
• Prepare project reports, dashboards, and summaries formanagement review.
• Maintain proper filing and documentation of project records.

2) Coordination & Administrative Support

• Coordinate meetings, site visits, and project-related activities.
• Prepare meeting agendas, minutes, and follow-up action logs.
• Liaise with internal departments, contractors, vendors, and external stakeholders.
• Manage correspondence, document control, and filing systems.
• Provide general administrative support to the team as required.

3) Procurement Administration:

• Source quotations and conduct price comparisons from vendors and suppliers.
• Prepare purchase requisitions, purchase orders, and procurement-related documentation.
• Liaise with vendors on quotations, deliveries, invoices, and payment matters.
• Monitor procurement timelines to ensure timely delivery of goods and services.
• Maintain procurement records, supplier databases, and contract documentation.
• Support vendor evaluation and onboarding processes.

Requirements:

• Diploma in Business Administration, Project Management, or related disciplines.
• Minimum 1-3 years of experience in administration, procurement, or project coordination.
• Proficient in Microsoft Office applications such as Excel, Word, and PowerPoint.
• Good communication and interpersonal skills.
• Detail-oriented with strong follow-up and coordination skills.
• Ability to work independently and manage multiple priorities.