ADMINISTRATIVE SUPPORT ASSISTANT

AEGIS BUILDING & ENGINEERING PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading construction firm in Singapore is seeking an Administrative Support Assistant to provide comprehensive support across Procurement, HR, and Finance departments. The ideal candidate will have a diploma in a relevant field and 1–3 years of administrative experience, with strong organizational skills and proficiency in MS Office. Responsibilities include managing schedules, assisting with invoices, and ensuring smooth departmental operations. The role emphasizes confidentiality and attention to detail, offering a full-time position.

Qualifications

• 1–3 years of administrative experience (exposure to procurement/HR/finance preferred).
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Provide comprehensive administrative and coordination support across Procurement, HR, and Finance.
• Manage calendars, meetings, and departmental communications.
• Assist with invoice processing and expense claims.

Skills

Strong organizational skills

Multitasking skills

Good communication skills

Attention to detail

Education

Diploma in Business Administration, HR, Finance, or related field

Tools

MS Office (Word, Excel, PowerPoint)

HR and finance systems (SAP, Synergix)

Job description

Established in 2002, Aegis Building and Engineering Pte Ltd is a leading company in the building industry.

With over two decades of experience, we have earned a strong reputation for excellence in providing conservation, maintenance, and repair services for buildings. Our commitment to quality has built long-term partnerships with reputable clients across various industries.

We have also expanded our services to provide skilled tradesmen for hotels, malls, and industrial buildings — ensuring top-notch results for our clients’ needs.

To meet changing workforce dynamics, we continuously embrace innovation and sustainability while maintaining the highest safety standards.

Position Title

Administrative Support Assistant

Department

Procurement / Human Resources / Finance

Reports To

Operations Manager / Department Heads

Employment Type

Full-Time

POSITION SUMMARY

The Administrative Assistant provides comprehensive administrative and coordination support across the Procurement, HR, and Finance departments. This role ensures smooth daily operations, accurate documentation, timely processing of tasks, and efficient communication between departments, vendors, employees, and management.

KEY RESPONSIBILIES

1. Procurement Support

• Assist with preparing purchase orders (POs) and obtaining quotations.
• Maintain vendor records, price lists, and contract documentation.
• Track delivery schedules and follow up with suppliers.
• Support procurement reporting (e.g., monthly spend reports).
• Ensure compliance with purchasing procedures and approval workflows.

2. Human Resources Support

• Maintain employee files, records, and HR databases.
• Data entry for HR listing Reports & HR System
• Prepare HR-related letters (confirmation, warning letter probation, etc.) when required.
• Other HR & Administrative job as and when needed

3. Finance Support

• Assist with invoice processing and expense claims.
• Support monthly billing, payment tracking, and data entry into accounting systems.
• Maintain proper filing of financial documents and receipts.
• Support month-end administrative tasks.
• Other Adhoc Finance support as & when needed

4. General Administrative Duties

• Manage calendars, meetings, and departmental communications.
• Prepare reports, memos, spreadsheets, and presentations.
• Maintain office supplies, asset records, and administrative inventory.
• Handle correspondence, document formatting, and archiving.
• Assist with internal audits and compliance checks.

QUALIFICATIONS

• Diploma in Business Administration, HR, Finance, or related field.
• 1–3 years of administrative experience (exposure to procurement/HR/finance preferred).
• Strong organizational and multitasking skills.
• Proficient in MS Office (Word, Excel, PowerPoint) and office systems.
• Good communication skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.

KEY COMPETENCIES

• Attention to Detail – Ensures accuracy in documents and data.
• Time Management – Manages multiple deadlines efficiently.
• Teamwork – Works collaboratively with cross-functional teams.
• Communication – Clear and professional written and verbal communication.
• Problem Solving – Identifies issues and proposes practical solutions.
• Confidentiality & Integrity – Handles sensitive HR and finance information responsibly

ADDITIONAL REQUIREMENTS

• Experience with procurement, human resource & finance systems (SAP, Synergix, etc.)
• Willingness to support ad-hoc administrative jobs.