Admin Executive (Construction | 5 days)

FU XIANG CONSTRUCTION PTE. LTD.; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

FU XIANG CONSTRUCTION PTE. LTD. is seeking a proactive administrative professional to support procurement, fleet logistics, front desk operations, event coordination, and general admin across three entities.

You will negotiate with suppliers, arrange lorry routes, greet visitors, coordinate catering, and assist with invoices and PO/DO matching. Mandarin ability is a plus; strong organization and MS Office skills are essential.

Qualifications

• Minimum 3 years of experience in purchasing, logistics coordination or front-desk operations.
• Experience in construction/engineering multi-entity setup preferred.
• Proficiency in Mandarin advantageous for liaising with Chinese-speaking teams.

Responsibilities

• Procure materials, equipment, and services for three entities; manage vendor relations.
• Coordinate lorry routing, deliveries, and site material transfers; monitor maintenance.
• Greet visitors, handle calls and mail; maintain front desk areas and meeting rooms.
• Coordinate catering, meetings and corporate events; manage room setups.
• Track supplier invoices and match POs/DOs; perform ad-hoc admin duties.

Skills

Mandarin proficiency

Multitasking

Negotiation

Communication

Tools

MS Office

ERP/inventory software

Job description

Key Responsibilities & Duties

1. Procurement & Material Purchasing

• Machinery Leasing & Rental: Source, negotiate, and arrange rental contracts/leases for construction machinery and heavy equipment (e.g., excavators, boom lifts, generators, scaffolding) based on site project requirements.
• Site & Project Purchasing: Source, quote, and issue purchase orders (POs) for construction materials, tools, and consumables required across project sites for all three entities.
• Office & Operations Procurement: Manage inventory and procure office stationery, pantry supplies, printing consumables, and routine operational items.
• Vehicle & Asset Acquisition: Sourcing, obtaining quotes, and assisting in the purchase/leasing of company vehicles and lorries when required.
• Vendor & Cost Management: Maintain positive relationships with suppliers, negotiate competitive pricing, compare quotes, and keep track of delivery schedules.

2. Fleet & Logistics Coordination

• Lorry Routing & Dispatch: Schedule and coordinate company lorries for picking up/delivering workers to active project sites and transporting materials between sites and suppliers.
• Maintenance & Compliance Monitoring: Track and manage routine servicing, repairs, road tax renewals, vehicle insurance, and mandatory inspections for all group lorries.

3. Reception & Front Desk Management

• First Point of Contact: Greet visitors, clients, subcontractors, and delivery personnel warmly, directing them to the appropriate person or meeting room.
• Call & Mail Handling: Manage the main telephone line, route calls accurately, handle incoming/outgoing mail, parcels, and courier arrangements.
• Front Desk Maintenance: Maintain cleanliness, safety, and a professional appearance in the reception and meeting room areas.

4. Event Coordination & Hospitality

• Catering & Reservations: Book restaurants and arrange catering services for corporate meetings, festive celebrations, site milestones, and company events.
• Host Duties: Prepare drinks for guests, set up meeting rooms, and ensure event venues are adequately equipped.

5. General Administrative Support

• Assist with tracking supplier invoices and matching POs/delivery orders (DOs) for accounting processing across the three entities.
• Perform any other ad-hoc administrative, procurement, or operational duties as assigned by management from time to time.

Requirements & Qualifications

• Minimum 3 years of relevant experience in purchasing, logistics coordination, or front-desk operations (experience in the construction or engineering sector across multi-entity setups is highly preferred).
• Proficiency in spoken and written Mandarin will be an advantage, as the candidate will need to liaise, coordinate, and negotiate directly with Chinese-speaking supervisors, site teams, and suppliers who communicate primarily in Chinese.
• Strong organization and multi-tasking skills (able to prioritize requests from multiple project managers across 3 companies).
• Good communication and negotiation abilities.
• Basic knowledge of vehicle maintenance tracking and construction material sourcing.
• Software: Proficient in MS Office (Word, Excel) and basic inventory or ERP/accounting software.
• Personal Traits: Proactive, resourcefulness under pressure, punctual, and detail-oriented.