Administrative Executive / Admin Assistant

DJR ENGINEERING PTE. LTD.; Singapore; On-site; SGD 40,000 - 54,000; Full time

Benefits offered by this job

Annual leave

Medical benefits

Transport allowance

Job summary

DJR ENGINEERING PTE. LTD.

is seeking an Administrative Executive / Admin Assistant to support daily office operations, customer communications, job scheduling, quotations, documentation, and payment follow-up in our Singapore office. You will handle inquiries by phone/WhatsApp/email, coordinate site appointments, prepare documents, maintain records, and assist management with routine tasks, aiming for accurate, timely support across the business.

Qualifications

• Experience in administration, office coordination, or customer service.
• Strong written and spoken English.
• Good follow-up skills and attention to detail.
• Comfortable communicating by phone, WhatsApp, and email.
• Proficient in Microsoft Office suite.

Responsibilities

• Answer inquiries by phone, WhatsApp, and email for customers, suppliers, contractors, and management.
• Record service requests including plumbing, drainage, jetting, and maintenance.
• Collect accurate job information and address details, service required and urgency.
• Coordinate technician schedules and site appointments.
• Prepare and send quotations, work orders, invoices, and related documents.
• Track status of quotations, jobs, and outstanding invoices; follow up with customers.
• Maintain records for customers, suppliers, employees and projects.
• Prepare simple reports and update Excel or Google Sheets trackers.
• Organise documents and maintain filing systems (electronic and physical).
• Schedule meetings and prepare minutes when required.
• Support management with daily administrative tasks and confidentiality.

Skills

Customer service

Office coordination

Scheduling

Quotations

Documentation

Record keeping

Email communication

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Google Sheets

Job description

We are looking for a reliable and organisedAdministrative Executive / Admin Assistantto support our daily office operations, customer communication, job scheduling, quotations, documentation, and payment follow-up.

Key responsibilities

• Answer customer, supplier, contractor, and management enquiries by phone, WhatsApp, and email.

• Receive and record plumbing, drainage, jetting, and maintenance service requests.

• Collect accurate job information, including customer details, site address, service required, urgency, and access instructions.

• Coordinate technician schedules and arrange site appointments.

• Prepare and send quotations, work orders, purchase orders, invoices, and related documents.

• Track quotation status, approved jobs, completed jobs, outstanding invoices, and customer follow-ups.

• Communicate appointment confirmations and service updates to customers.

• Maintain customer, supplier, employee, and project records.

• Prepare simple reports and update Excel or Google Sheets trackers.

• Organise documents and maintain an efficient electronic and physical filing system.

• Schedule meetings and prepare accurate meeting minutes when required.

• Support management with daily administrative and operational tasks.

• Handle company and customer information confidentially.

• Coordinate with technicians, building managers, contractors, suppliers, and other stakeholders.

• Assist with general office administration and other duties reasonably related to the role.

Requirements

• Relevant experience in administration, office coordination, customer service, operations support, or a similar role.

• Good written and spoken English.

• Strong follow-up skills and attention to detail.

• Comfortable communicating by phone, WhatsApp, and email.

• Working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.

• Able to maintain accurate records and manage several tasks at the same time.

• Able to work independently and ask for clarification when necessary.

• Professional, reliable, polite, and willing to learn.

• Experience with quotations, invoices, scheduling, suppliers, contractors, or service businesses will be an advantage.

Preferred experience

• Experience in construction, engineering, facilities management, plumbing, maintenance, or another service-based company.

• Experience coordinating field workers or technicians.

• Experience using accounting, job-management, CRM, or document-management software.

• Experience following up on quotations and outstanding payments.

• Basic knowledge of UBS or other accounting systems.

What we offer

• Stable full-time position in a growing Singapore service company.

• Practical exposure to business administration and operations.

• Opportunity to support customer service, scheduling, quotations, and company systems.

• Training on DJR's services, procedures, software, and documentation.

• [Add annual leave, medical benefits, bonus, transport allowance, or other benefits if applicable.]

Only job-related qualifications, skills, knowledge, and experience should be included in the selection criteria. Avoid requirements related to age, race, religion, gender, marital status, family responsibilities, or nationality unless there is a clear and legitimate job-related reason.