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Admin Assistant

3 weeks ago

Bedok, Singapore EXCEL M&E ENGINEERING (S) PTE LTD Full time

1. **General Office Administration**
- **Office Management**: Ensure smooth office operations, including handling office supplies, coordinating with vendors, managing office equipment maintenance, and ensuring a clean and safe work environment.
- **Document Management**: Organize and maintain both physical and digital files, ensuring that all documents are properly stored, indexed, and easy to retrieve.

2. **Project Support**
- **Assisting Project Managers**: Provide administrative support to project managers, including organizing meetings, managing schedules, preparing reports, and tracking project milestones.
- **Document Control**: Assist with document control for construction projects, such as ensuring that project documentation (e.g., blueprints, contracts, project plans) is up-to-date, organized, and compliant with company policies.
- **Procurement Support**: Help with the ordering and tracking of materials, supplies, and equipment needed for construction projects.
- **Coordination with Subcontractors**: Assist in communicating with subcontractors, suppliers, and clients, ensuring that all parties have the necessary documents and information to proceed with their tasks.
- **Budget & Expense Tracking**: Support in tracking project expenses, processing invoices, and ensuring that all financial records are maintained accurately.

3. **Scheduling & Coordination**
- **Meeting Coordination**: Schedule meetings, conference calls, and site visits. Ensure the preparation of necessary materials and communication with relevant parties.
- **Travel Arrangements**: Organize travel logistics for project teams, including flight bookings, hotel arrangements, and transportation.
- **Event Management**: Coordinate company events, site visits, safety orientations, and employee training sessions.

4. **Human Resources Support**
- **Timekeeping & Payroll**: Assist with tracking employee attendance, leave records, and maintaining personal files. Help with payroll processing by collecting data or coordinating with HR.

5. **Health, Safety & Compliance**
- **Safety Documentation**: Ensure that safety reports, work permits, and risk assessments are properly documented and accessible. Assist with safety training and ensure compliance with workplace safety regulations.

6. **Communication & Liaison**
- **Client Liaison**: Maintain communication with clients, contractors, and suppliers to ensure the smooth execution of projects. This can include answering inquiries, forwarding requests to the right department, or preparing client-facing reports and presentations.
- **Internal Communication**: Act as a liaison between various departments, ensuring that information flows efficiently across teams working on different aspects of the project.

7. **Ad hoc Tasks**
- **Ad Hoc Tasks**: Depending on company needs, the administrative assistant may be asked to assist in other areas, such as preparing presentations, assisting with tender submissions, or organizing team-building activities.

Knowledge of QBO and MOM WPOL Portal preferred.

Knowledge in the construction indsutry preferred.

Pay: $1,800.00 - $2,500.00 per month

Schedule:

- Day shift

Supplemental Pay:

- Performance bonus
- Yearly bonus

**Experience**:

- Construction or Engineering Company: 2 years (preferred)

Work Location: In person