Site Admin Assistant

KELLER FOUNDATIONS (S E ASIA) PTE. LTD.; Singapore; On-site; SGD 28,000 - 45,000; Full time

Benefits offered by this job

Annual Leave

Medical Insurance Coverage

Medical Leave

Learning & Development Opportunities

Referral Incentive & Employee Assist­–

Job summary

Keller Foundations (S E Asia) PTE. LTD. on-site is seeking a Site Admin Assistant to support the Drilling & Grouting team.

You will manage inventory, process documentation, and monitor operational indicators to keep daily site operations running smoothly. Responsibilities include maintaining an accurate stock register, submitting NOC applications, recording invoices, and liaising with procurement and finance to ensure timely payments and compliance.

Qualifications

• Diploma, NITEC or Professional Certificate required.
• Proficient in Microsoft Office applications (Word, Excel, etc.).
• Minimum 2 years of administrative experience in a construction/civil environment.
• Experience handling procurement documentation, invoicing, and regulatory submissions.
• Comfortable working in a construction site office environment.

Responsibilities

• Inventory Management: maintain an accurate inventory register for drilling and grouting materials, tools and equipment; conduct stock counts; coordinate replenishments.
• Notice of Commencement (NOC) Administration: prepare, submit and track NOC applications; maintain submission registers; obtain sign-offs.
• Invoice Recording & Verification: record invoices, cross-check against PO/DO/contract rates; flag discrepancies and coordinate with finance.

Skills

Microsoft Office

Construction site experience

Administrative support

Education

Diploma, NITEC or Professional Certificate

Tools

Word

Excel

Procurement documentation systems

Job description

Every day, people around the world live, work and play on ground prepared by Keller, the world’s largest geotechnical specialist contractor. Along with Planet, Principles and Profitable Projects, ‘People’ is one of the four Ps we use to define our Sustainability strategy at Keller.

We value diversity and celebrate individual differences, believing that our inclusive culture helps the business continue to grow as a strong, dynamic and innovative organisation. We encourage all our people to realise their full potential and deliver exceptional performance.

We are committed to creating a work environment and culture that brings out our best and keeps Keller a great place to work.

We are looking for a Site Admin Assistant who will be able to provide comprehensive administrative and operational support to the Drilling & Grouting team on site, ensuring smooth day-to-day site operations by maintaining accurate records, managing inventory, processing documentation, and monitoring key operational indicators.

Job Description

Inventory Management

• Maintain an accurate andup-to-date inventory register for all drilling and grouting materials, consumables, tools, and equipment on site.
• Conduct regular stock counts and reconcile physical inventory against records.
• Coordinate with the procurement team to raise purchase requests for replenishment of low-stock items.
• Ensure materials are properly labelled, stored, and tracked in compliance with site procedures.
• Flag discrepancies, losses, or damaged items to the Site Manager promptly.

Notice of Commencement (NOC) Administration

• Prepare, submit, and track Notice of Commencement applications to the relevant authorities in accordance with regulatory and contractual requirements.
• Maintain a register of all NOC submissions and approvals, ensuring deadlines are met and no works commence without the required documentation.
• Liaise with the project management and compliance teams to obtain necessary sign-offs prior to submission.
• File and archive all NOC correspondence and supporting documentation systematically.

Invoice Recording & Verification

• Record all incoming invoices related to site operations, materials, subcontractors, and equipment in the site invoice register.
• Cross-check invoices against purchase orders, delivery orders, and agreed contract rates to verify accuracy.
• Identify and flag discrepancies, overcharges, or incomplete invoices to the relevant manager for resolution.
• Coordinate with the accounts and finance team to ensure timely processing and payment of verified invoices.
• Maintain an organized filing system for all invoice documentation for audit purposes.

Job Requirements

• Possess a Diploma, NITEC or Professional Certificate
• Proficient in Microsoft Office applications (e.g. Word, Excel etc.)
• Minimum 2 years of administrative experience, preferably in a construction, civil engineering, or geotechnical environment.
• Experience handling procurement documentation, invoicing, and regulatory submissions.
• Comfortable working in a construction site office environment.

What We Offer - Benefits

• Annual Leave, Medical Insurance Coverage, Medical Leave, Learning & Development Opportunities, Referral Incentive & Employee Assistance Programme
• Friendly team and enjoyable working environment

We encourage applications from the right candidates regardless of age, gender identity, sexual orientation, religion, belief or race. Learn more about Keller's Inclusion Commitment at https://www.keller.com/how-we-work/diversity-equity-and-inclusion

Find out more here

https://www.kellerasean.com/