ADMINISTRATIVE ASSISTANT

Job Summary

Manage and coordinate administrative, HR, and accounting functions to support office and construction project operations, ensuring compliance, accurate documentation, and effective communication with stakeholders.

Responsibilities

• Manage daily administrative operations for office and construction project sites to ensure smooth workflow
• Prepare, organize, and maintain project documentation, reports, and filing systems for accurate record-keeping
• Coordinate communication and activities with project managers, site supervisors, subcontractors, suppliers, and clients to support project progress
• Process purchase orders, delivery orders, invoices, quotations, and payment records to maintain financial accuracy
• Assist with payroll preparation, employee attendance tracking, leave records, and claims to support HR functions
• Support HR administration including staff onboarding, MOM work pass applications, and maintaining personnel records for compliance
• Liaise with government authorities, clients, suppliers, and external service providers to facilitate operational requirements
• Maintain office inventory, stationery, and site administrative supplies to ensure resource availability
• Prepare monthly reports, cost summaries, and management reports to provide insights for decision-making
• Assist the Accounts Department with Accounts Payable, Accounts Receivable, bank reconciliations, and data entry to support financial operations
• Ensure proper document control and compliance with company policies to uphold standards
• Provide administrative support to construction project teams and perform other ad-hoc duties assigned by management

Preferred competencies and qualifications

• Diploma or Degree in Business Administration, Accounting, Finance, or related discipline
• Minimum 5 years of experience in Administration, Accounts, HR, or Office Management
• Proficiency in Microsoft Office, especially Excel and Word
• Familiarity with accounting software such as Xero, MYOB, QuickBooks, or similar
• Knowledge of Singapore payroll, CPF, GST, MOM work pass applications, and statutory compliance
• Strong organizational, communication, and multitasking skills
• Ability to work independently and collaboratively within a team
• Detail-oriented with strong problem-solving abilities
• Ability to coordinate effectively between office staff and construction site personnel

Preferred Skills

• Accounts Payable (AP) and Accounts Receivable (AR) management
• Payroll and CPF administration
• Project documentation management
• Purchase and procurement coordination
• Vendor and client coordination
• HR administration support
• Document control
• Advanced Microsoft Excel skills
• Report preparation
• Time management