Administrative Assistant

AECOM SINGAPORE PTE. LTD.; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

AECOM SINGAPORE PTE. LTD. is seeking an Office Administrative & Operations support professional to handle business department administration, prepare tender and contract documents, and support QS and PM teams.

The role includes coordinating courier services, vendor liaison, reception duties, and ad-hoc support to business line leaders to ensure smooth daily operations and robust document control.

Qualifications

• Diploma in Accounting, Finance, Business Administration, or a related field.
• Minimum 2 years of experience in project coordination or administrative roles.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint).
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Analytical mindset with attention to detail.

Responsibilities

• Prepare and compile Letters of Acceptance, Letters of Intent, tender reports, tabulations, and contract documents.
• Record and manage tender deposits and cheques.
• Maintain document control and filing of legal and project documents.
• Provide day-to-day administrative support to QS and PM teams.
• Coordinate local and overseas courier services, including arranging courier for cheque collection and deposit to support Manila finance.
• Coordinate external printing and binding services for project and contract documents.
• Organize internal/external events when requested.
• Manage office supplies, stationery, and publications for contract binding.
• Coordinate building maintenance matters, including air-conditioning servicing and lighting replacement.
• Liaise with vendors on copier and facilities issues.
• Cover reception duties when required, including visitor handling and calls.
• Provide ad-hoc administrative and operational support as assigned by Business Line Leaders.

Skills

MS Office proficiency

Organizational skills

Time management

Communication skills

Interpersonal abilities

Analytical mindset

Project coordination

Administrative support

Education

Diploma in Accounting

Diploma in Finance

Diploma in Business Administration

Tools

MS Office Suite

Job description

Key Responsibilities

• Business Department Administration
• Prepare and compile Letters of Acceptance, Letters of Intent, tender reports, tabulations, and contract documents.
• Record and manage tender deposits and cheques.
• Maintain document control and filing of legal and project documents.
• Provide day-to-day administrative support to QS and PM teams.
• Coordinate local and overseas courier services, including arranging courier for cheque collection and deposit to support Manila finance.
• Coordinate external printing and binding services for project and contract documents.
• Organize internal/external events when requested.
• Manage office supplies, stationery, and publications for contract binding.

Office Administrative & Operations support

• Coordinate building maintenance matters, including air-conditioning servicing and lighting replacement.
• Liaise with vendors on copier and facilities issues.
• Cover reception duties when required, including visitor handling and calls.

Ad-hoc Support

• Provide ad-hoc administrative and operational support as assigned by Business Line Leaders.

Qualifications

• Diploma in Accounting, Finance, Business Administration, or a related field.
• Minimum 2 years of experience in project coordination, or administrative roles.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint).
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Analytical mindset with attention to detail.