Project Admin Executive

WEBUILQ PTE. LTD.; Singapore; On-site; SGD 40,000 - 64,000; Full time

Job summary

WEBUILQ PTE. LTD. seeks an TheAdmin Executive to provide comprehensive administrative and operational support for a construction site in Singapore. The role liaises between the site office, project teams, subcontractors, and HQ, requiring strong organizational and digital proficiency.

The ideal candidate will manage project documentation, site reports, and daily attendance, while ensuring accurate records, timely DO processing, and inventory control in a fast-paced environment.

Qualifications

• Organize and maintain proper filing systems for site records, documents control, reports and correspondences.
• Prepare documents, coordinate site meeting schedules, compile agendas and record and distribute detailed meeting minutes.
• Implement and follow company procedures for version control, distribution and archiving of project blueprints, transmittals and site diaries.
• Receive site delivery, verify, cross-reference and log all delivery orders, invoices, and material receipts.
• Ensure timely verification and submission of DOs, invoices and supporting paperwork to HQ for processing.
• Maintain inventory for site office supplies, stationery and safety supplies.

Responsibilities

• Organize and maintain filing systems for site records, documents control, reports and correspondences.
• Prepare documents, coordinate site meeting schedules, compile agendas and record and distribute detailed meeting minutes.
• Verify and log delivery orders, invoices, and material receipts.
• Submit DOs and invoices to HQ for processing.
• Maintain site office inventory of supplies.
• Update project spreadsheets and daily attendance records.

Skills

Organizational skills

Documentation management

Multitasking

Communication

Digital proficiency

Attention to detail

Education

Diploma/Degree in Business Administration, Construction Management or related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Job Overview

TheAdmin Executive provides comprehensive administrative and operational support to ensure the smooth day to day operation of the construction site. This role serves as the primary liaison between the site office, project teams, subcontractors and the HQ. The ideal candidate is highly organized, details-oriented and digitally proficient with a strong capability to manage project documentation, track site logistics and maintain accurate records in a fast-paced environment.

Responsibilities

• Organize and maintain proper filing systems for site records, documents control, reports and correspondences.
• Implement and follow company procedures for version control, distribution and archiving of project blueprints, transmittals and site diaries.
• Prepare documents, coordinate site meeting schedules, compile agendas and record and distribute detailed meeting minutes.
• Receive site delivery, verify, cross-reference and log all delivery orders, invoices, and material receipts.
• Ensure the timely verification and submission of DOs, invoices and supporting paperwork to HQ for processing.
• Maintain inventory for site office supplies, stationery and safety supplies.
• Perform accurate data entry and update project spreadsheets, manpower logs and daily attendance records.
• Compile and format routine site progress reports and administrative summaries using Microsoft Office applications.

Requirements

• At least Diploma/Degree in Business Administration, Construction Management or a related field.
• Minimum 2 years of administrative experience in a general building construction, main contractor or engineering environment.
• Prior experience with Singapore Changi Airport regulations and work processes is highly preferred.
• Strong proficiency in Microsoft Excel, Word, and Outlook for data entry and reports.
• High attention to detail, strong organizational and multitasking skills.
• Good interpersonal skills, able to communicate with internal & external stakeholders.
• Able to work independently and meet deadlines in a fast-paced site environment.