ADMINISTRATIVE ASSISTANT

SENYA PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A construction management company in Singapore is seeking an Administrative Support Specialist to manage office operations, coordinate recruitment, and assist with project documentation. The ideal candidate will have a diploma or degree in a related field, along with 2-3 years of administrative experience in the construction industry. Proficiency in Microsoft Office and strong organizational skills are essential for success in this role.

Qualifications

• At least 2-3 years of experience in administrative roles, preferably in the construction industry.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and administrative software.
• Knowledge of construction project documentation and procurement processes is an advantage.

Responsibilities

• Manage daily office operations, ensuring smooth workflow.
• Maintain and organize project files, contracts, and documents.
• Handle correspondence, emails, and phone calls professionally.
• Schedule meetings, appointments, and maintain calendars.
• Prepare job descriptions and post advertisements on job portals.
• Coordinate with recruitment agencies for hiring needs.
• Assist project managers in tracking project timelines and budgets.
• Support the procurement team in sourcing materials and equipment.
• Prepare invoices, track payments, and assist in financial reporting.
• Ensure compliance with safety and construction regulations.

Skills

Ability To Work Independently

Administration

Administrative Support

Attention to Detail

Human Resources

Inventory

Inventory Management

Job Descriptions

Microsoft Office

Payroll

Procurement

Project Coordination

Soft Skills

Education

Diploma or Degree in Business Administration, Human Resources, or a related field

Job description

1. Administrative Support

Manage daily office operations, ensuring smooth workflow.

Maintain and organize project files, contracts, and documents.

Handle correspondence, emails, and phone calls professionally.

Schedule meetings, appointments, and maintain calendars.

2. Recruitment & Advertisement Management

Prepare job descriptions and post advertisements on job portals, social media, and company websites.

Coordinate with recruitment agencies for hiring needs.

Screen resumes, schedule interviews, and assist in onboarding new employees.

Maintain employee records and update HR databases.

3. Project Coordination & Support

Assist project managers in tracking project timelines, budgets, and reports.

Coordinate with suppliers, subcontractors, and clients.

Prepare and distribute meeting minutes, reports, and project updates.

Ensure compliance with safety and construction regulations.

4. Procurement & Inventory Management

Support the procurement team in sourcing materials and equipment.

Track inventory levels and coordinate material deliveries.

Process purchase orders and maintain vendor records.

5. Office & Financial Administration

Prepare invoices, track payments, and assist in financial reporting.

Process expense claims and assist in payroll administration.

Maintain office supplies, equipment, and facility management.

6. Compliance & Documentation

Ensure all administrative processes align with company policies.

Maintain legal and regulatory documents required for construction projects.

Assist in preparing tenders, contracts, and licensing applications.

Job Requirements

Education

Diploma or Degree in Business Administration, Human Resources, or a related field.

Experience

At least 2-3 years of experience in administrative roles, preferably in the construction industry.

Technical Skills

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and administrative software.

Knowledge of construction project documentation and procurement processes is an advantage.

Soft Skills

Strong organizational and multitasking abilities.

Excellent communication and interpersonal skills.

Attention to detail and ability to work independently.

Others

Familiarity with Singapore's construction industry regulations and work permit processes is a plus.

Ability to handle confidential information with professionalism.

2. SKILLS

• Ability To Work Independently
• Administration
• Administrative Support
• Attention to Detail
• Human Resources
• Inventory
• Inventory Management
• Job Descriptions
• Microsoft Office
• Payroll
• Procurement
• Project Coordination
• Soft Skills