ADMIN CUM ACCOUNTS ASSISTANT

Key Responsibilities:

1. General Administration

• Handle daily office administration works including filing, scanning, printing, data entry, document control, and record keeping.
• Execute policies, guidelines, and operational processes related to government grant administration.
• Communicate funding policies, requirements, and procedures clearly to public sector performers.
  Prepare, maintain, and organise company documents, project files, correspondence, forms, reports, and internal records.
• Maintain proper filing of quotations, purchase orders, delivery orders, invoices, claims, worker records, certificates, site documents, and project records.
• Assist management and project team with general administrative support.
• Ensure all documents are properly named, filed, updated, and easily retrievable.

2. HR and Worker Administration

• Assist in HR-related matters including worker records, attendance, leave, overtime, timesheets, and manpower deployment records.

• Maintain worker personal files, work pass documents, certificates, safety documents, training records, and related HR documents.

• Assist with worker onboarding, uniform/PPE records, accommodation matters, and coordination with supervisors where required.

• Compile attendance, OT, allowance, deduction, and related records for payroll preparation.

• Follow up with workers and supervisors to ensure HR records are updated and submitted on time.

3. Purchasing and Supplier Coordination

• Assist with purchasing of materials, tools, consumables, PPE, equipment, and project-related supplies.

• Source quotations from suppliers and prepare comparison when required.

• Prepare purchase requests / purchase orders and coordinate with suppliers on pricing, stock availability, and delivery schedule.

• Track purchase orders, delivery orders, invoices, and material receipts.

• Coordinate with site team to confirm material requirements, quantity, delivery location, and urgency.

• Follow up with suppliers on quotation, delivery, replacement, warranty, and invoice matters.

4. Project Scheduling and Coordination

• Assist in coordinating project schedules, manpower planning, material delivery dates, report deadlines, and document submission timelines.

• Follow up with project managers, engineers, supervisors, workers, suppliers, clients, and main contractors on project-related matters.

• Track pending documents, approvals, quotations, deliveries, work progress updates, and outstanding action items.

• Assist in arranging meetings, preparing minutes, updating schedules, and following up on action items.

• Coordinate with site teams to ensure reports, photos, manpower updates, and material requests are submitted properly.

• Help monitor important deadlines for project submissions, progress reports, inspection records, claims, and handover documents.

  Any other ad-hoc duties assigned by the Director.
  

Requirements :

• Proven experience in managing government, foundation, or corporate-funded grants.
• Proven experience as an administrative assistant or executive assistant, preferably in a similar industry
• Excellent organisational and time management skills, with the ability to multi-task and prioritise effectively
• 
  Minimum GCE “O” Level / Nitec / Diploma or equivalent.
• At least 1 years of administrative experience preferred.
• Experience in contractor, construction, M&E, renovation, facilities management, or engineering environment will be an advantage.
• Able to use Microsoft Office, especially Excel, Word, Outlook, and PDF tools.
• Able to prepare reports with photos and organise documents properly.
• Able to handle purchasing, supplier follow-up, HR admin, worker records, and project documentation.
• Able to assist with project scheduling, coordination, and deadline follow-up.
• Good communication and follow-up skills.
• Able to work independently and manage multiple tasks.
• Responsible, organised, detail-oriented, and willing to learn.