ADMINISTRATIVE ASSISTANT

RMR INTERNATIONAL PRIVATE LIMITED; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading construction firm in Singapore is looking for an Administrative Assistant to support project teams and office operations. Responsibilities include managing documentation, coordinating with suppliers, and assisting project management tasks. The ideal candidate should possess a diploma in Business Administration, have 1-3 years of administrative experience in the construction industry, and be proficient in MS Office. Strong organizational and communication skills are essential for success in this role.

Qualifications

• Minimum 1–3 years of admin experience in the construction industry.
• Knowledge of construction terms and site workflow preferred.

Responsibilities

• Assist in administrative and documentation tasks for the project team.
• Prepare and maintain construction-related documents.
• Coordinate with suppliers and manage procurement activities.

Skills

MS Office (Excel, Word, PowerPoint)

Email communication

Organizational skills

Multitasking skills

Written communication

Verbal communication

Education

Diploma or Certificate in Business Administration

Job description

The Administrative Assistant supports the project team and office operations by performing clerical, documentation, and coordination tasks. This role ensures smooth communication between site teams, suppliers, contractors, management, and clients.

Key Responsibilities

• Assist the Project Manager and Site Engineers with administrative and documentation tasks.
• Prepare, update, and maintain construction-related documents such as:
  • Work permits
  • Method statements
  • Safety records
  • Drawing registers
  • Material delivery reports
  • Timesheets
• Coordinate with suppliers, vendors, and subcontractors for quotations, purchase orders, and delivery follow-ups.
• Maintain attendance records, daily manpower reports, overtime records, and submit them to HR/Management.
• Schedule meetings, prepare agendas, and record minutes of meetings.
• Manage filing systems (both digital and physical) for project documentation.
• Support procurement activities by preparing purchase requests and tracking material status.
• Assist in preparing project reports, invoices, and payment claims.
• Coordinate with safety teams to ensure documentation compliance (PPE logs, training records, toolbox meetings).
• Maintain communication between site and office teams through emails, WhatsApp, and internal systems.

Required Skills and Qualifications

• Diploma or Certificate in Business Administration or related field (Civil/Construction knowledge preferred).
• Minimum 1–3 years of admin experience in the construction industry.
• Good knowledge of MS Office (Excel, Word, PowerPoint), Email communication, and documentation systems.
• Familiarity with construction terms, drawings, and site workflow (optional but preferred).
• Strong organizational and multitasking skills.
• Good written and verbal communication skills.

Personal Attributes

• Detail-oriented and accurate in documentation.
• Ability to work under pressure and meet deadlines.
• Professional, cooperative, and team-oriented attitude.