Admin Assistant/Executive

Key Responsibilities

General Administrative Duties

• Attend to incoming calls, visitors, and general enquiries
• Handle incoming mails/documents, including stamping, sorting, and distribution to relevant departments
• Monitor and replenish stationery, pantry, office supplies, and printing materials
• Liaise with vendors on office maintenance matters such as printers, air-conditioning, phone systems, and water dispensers
• Maintain proper filing, records, data entry, and document control
• Support scheduling, internal coordination, and company administrative matters
• Assist in organizing company events and staff activities

IT & Office Support

• Provide basic day-to-day IT support for office staff
• Coordinate with external IT vendors on account setup, password resets, email forwarding, and troubleshooting
• Maintain records for laptops, desktops, and office IT equipment
• Assign and set up devices for new employees
• Assist staff with basic hardware, software, printer, and connectivity issues
• Manage and coordinate OneDrive access permissions together with project teams and relevant departments
• Support project teams on shared folder access, document synchronization, and file-sharing coordination
• Check and process monthly IT-related invoices

Vehicle & Equipment Coordination

• Coordinate rental vehicles/equipment with suppliers and verify monthly invoices
• Monitor insurance and road tax renewals for company vehicles and equipment
• Apply and manage Shell cards, parking applications, and GPS coordination
• Prepare monthly vehicle usage and fuel reports

Telecommunication & Utilities Coordination

• Process mobile line and internet service invoices (Singtel, M1, StarHub, Circle Life, etc.)
• Coordinate WiFi setup/termination for project sites
• Assist project teams with internet and connectivity issues
• Prepare utility-related documentation and coordinate account applications/terminations

Ad-hoc Duties

• Perform any other administrative duties assigned by Management from time to time

Requirements

• Minimum GCE ‘N’ / ‘O’ Level, Diploma, or equivalent qualification
• Proficient in Microsoft Office applications (Word, Excel, Outlook)
• Basic knowledge of IT hardware, software, printers, networking, and OneDrive/SharePoint systems will be an advantage
• Good communication and coordination skills
• Responsible, organized, and able to multitask
• Able to work independently and in a team environment
• Prior experience in construction industry will be an added advantage