Administrative Executive

18 hours ago

Bukit Batok, Singapore primecoat pte ltd Full time $45,000 - $60,000 per year

The Administrative Executive is responsible for ensuring smooth day-to-day operations and administrative support for the company's ongoing projects. This role involves coordination between the Sales, Operations, and Site Teams to maintain efficient communication, documentation, and scheduling.

⸻

Key Responsibilities:

  1. Quotation & Documentation


• Prepare, format, and type project quotations, variation orders, and related administrative documents.


• Ensure accuracy in pricing, descriptions, and company formatting before client submission.


• Maintain systematic filing (both digital and physical) for quotations, project documents, and correspondence.

  1. Daily Job Orders


• Issue and send daily job orders to workers and supervisors based on project schedules.


• Ensure all job orders are recorded and acknowledged by respective site personnel.


• Track daily site progress and report manpower or schedule changes to Operations.

  1. Project Scheduling


• Create and update individual project schedules for each site based on confirmed start dates and manpower planning.


• Coordinate with the Sales and Project Teams to align schedules with client timelines.


• Monitor ongoing projects and update relevant stakeholders on any timeline adjustments.

  1. Group Chat & Communication Management


• Open project group chats upon confirmation from the Sales Team and add all relevant parties (Site Supervisor, Foreman, Workers, Admin).


• Ensure effective communication between the office, site, and management through WhatsApp and email updates.


• Disseminate important information, progress updates, and instructions to site teams.

  1. Liaison with Managing Director


• Act as the primary administrative liaison to the Managing Director.


• Prepare reports, meeting notes, and handle confidential administrative matters when required.


• Assist in monitoring project documentation, deadlines, and internal correspondence.

  1. Materials Procurement


• Handle materials procurement and coordinate with suppliers for quotations and delivery schedules.


• Prepare purchase orders (POs) and ensure cost control across all projects.


• Monitor inventory usage, track material requests, and coordinate restocks with the store team.

⸻

Other Administrative Duties


• Manage office supplies, petty cash, and daily expense tracking.


• Maintain attendance records, leave applications, and assist in basic HR administration.


• Support certification renewals (e.g., BizSAFE, BCA, etc.) and project compliance submissions.


• Assist in recruitment coordination (interviews, onboarding documents, etc.).


• Prepare monthly administrative and project summary reports for management.


• Perform other ad-hoc duties assigned by management.

⸻

Requirements


• Minimum Diploma in Business Administration or equivalent.


• At least 2 years of relevant administrative or coordination experience (preferably in construction or painting-related industries).


• Proficient in Microsoft Office (Excel, Word, Outlook).


• Good communication and organizational skills, with the ability to multitask effectively.


• Independent, detail-oriented, and responsible team player.


• Malaysians are welcome to apply.


• Females only.

⸻

Working Hours


• 5.5-day work week

(Monday to Friday: 9:00 AM – 6:00 PM, Saturday: 9:00 AM – 1:00 PM)

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