Procurement Admin

HAO HONG CONSTRUCTION PTE. LTD.; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

HAO HONG CONSTRUCTION PTE. LTD. on-site team is seeking a contract administrator to manage sub-contractor claims, certification, and related documentation. The role involves coordinating with sub-contractors, liaising with the QS and finance teams to ensure accuracy in certifications and timely payments.

The position requires diligence in reconciling invoices, maintaining accruals, and supporting on-site procurement processes. Experience in construction administration is desirable.

Responsibilities

• Updates management on sub-contractors’ claims status (work performed, penalties, back-charges, advances).
• Prepares debit notes on back-charges/penalties and ensures contra against sub-contractor claims.
• Identifies and resolves discrepancies between records of work completed and sub-contractor claims.
• Verifies payment certifications issued to sub-contractors align with interim payment recommendations.
• Reconciles sub-contractor invoices with payment certifications.
• Prepares quarterly accrual listings for unbilled sub-contractor work.
• Works with external suppliers to ensure price and quantity accuracy of materials ordered.
• Reconciles delivery orders against approved purchase orders and supplier invoices.
• Rectifies discrepancies with external suppliers and disputes.
• Liaises with QS on discrepancies in certification amounts.
• Liaises with finance on urgent payments due to site schedule.
• Performs other duties as assigned.

Job description

• Updates management on sub-contractors’ claims status (i.e. work performed, penalties, back-charges, advances imposed on sub-contractors);
• Prepares debit notes on back-charges and/or penalties imposed on sub-contractors; follows up to ensure that such debit notes are contra against claims raised by sub-contractors;
• Assists in identifying and resolving discrepancies/errors between records of sub-contractor work completed against sub-contractor claims;
• Verifies and ensures that payment certification issued to sub-contractors are in accordance with approved sub-contractors’ interim payment recommendations;
• Reconciliation of sub-contractors’ invoices against payment certification issued;
• Prepares accrual listing reporting on a quarterly basis (i.e. work done by sub-contractors yet to be billed);
• Works closely with external suppliers to ensure the accuracy in price and quantity for materials ordered & delivered;
• Reconciliation of delivery orders against approved purchase orders and suppliers invoices;
• Liaises and rectifies discrepancies/disputes with external supplies;
• Liaises with QS of any discrepancy in certification amount;
• Liaises with finance for payment that requires immediate attention due to site work schedule;
• Performs any other duties as may be assigned.