Estate, Admin Executive (12 months)

Hwa Chong Institution; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

Hwa Chong Institution is seeking an Administrative Executive to support procurement activities, project tracking, and coordination across internal teams, vendors, and stakeholders. You will help ensure timely procurement processes and maintain project records while coordinating meetings and reporting for management.

The role offers a structured pathway in a busy operations environment, requiring a Diploma in related fields and 1–3 years of hands-on experience with strong MS Office skills.

Qualifications

• Diploma in Business Administration, Procurement, Project Management, or related discipline.
• 1–3 years of experience in administration, procurement, or project coordination.
• Proficient in Microsoft Office applications, especially Excel, Word, and PowerPoint.
• Good communication and interpersonal skills.
• Detail-oriented with strong follow-up and coordination abilities.

Responsibilities

• Source quotations and compare prices from vendors and suppliers.
• Prepare purchase requisitions, purchase orders, and related docs.
• Coordinate with vendors on quotations, deliveries, invoices, and payments.
• Monitor procurement timelines to ensure timely delivery.
• Maintain procurement records and supplier databases.
• Support vendor evaluation and onboarding processes.
• Maintain project schedules, trackers, and status reports.
• Monitor progress, milestones, and deliverables for timely completion.
• Coordinate with project teams for updates and follow-ups on actions.
• Prepare project reports, dashboards, and summaries for management.

Skills

Communication skills

Interpersonal skills

Organizational skills

Independent work

Follow-up & coordination

Education

Diploma in Business Administration, Procurement, or related disciplines

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Job Purpose

We are seeking a proactive and organized Administrative Executive to support procurement activities, project tracking, and coordination functions. The successful candidate will play a key role in ensuring smooth administrative operations, timely procurement processes, and effective coordination among internal teams, vendors, and stakeholders.

Key Responsibilities

Procurement Administration

• Source quotations and conduct price comparisons from vendors and suppliers.

• Prepare purchase requisitions, purchase orders, and procurement-related documentation.

• Liaise with vendors on quotations, deliveries, invoices, and payment matters.

• Monitor procurement timelines to ensure timely delivery of goods and services.

• Maintain procurement records, supplier databases, and contract documentation.

• Support vendor evaluation and onboarding processes.

Project Tracking & Monitoring

• Maintain project schedules, trackers, and status reports.

• Monitor project progress, milestones, and deliverables to ensure timely completion.

• Coordinate with project teams to obtain updates and follow up on outstanding action items.

• Prepare project reports, dashboards, and summaries for management review.

• Maintain proper filing and documentation of project records.

Coordination & Administrative Support

• Coordinate meetings, site visits, and project-related activities.

• Prepare meeting agendas, minutes, and follow-up action logs.

• Liaise with internal departments, contractors, vendors, and external stakeholders.

• Manage correspondence, document control, and filing systems.

• Provide general administrative support to the team as required.

Requirements

• Diploma in Business Administration, Procurement, Project Management, or related disciplines.

• Minimum 1-3 years of experience in administration, procurement, or project coordination.

• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.

• Good communication and interpersonal skills.

• Detail-oriented with strong follow-up and coordination skills.

• Ability to work independently and manage multiple priorities.