Admin Assistant

Company Overview

Our company offers one-stop Design & Build services, delivering comprehensive solutions from Interior Design and Consultancy to end-to-end project management and contracting for commercial unit renovations.

Job Summary

Support purchasing and administrative functions by preparing and processing purchase orders, sourcing suppliers, negotiating pricing, monitoring deliveries, maintaining records, and coordinating with project teams to ensure smooth project execution.

Responsibilities

• Prepare and process purchase orders aligned with project and site requirements to ensure timely procurement
• Source and compare prices from suppliers and vendors to secure cost-effective materials
• Request quotations and negotiate pricing to optimize project budgets
• Place orders and actively follow up with suppliers to track order status and delivery progress
• Monitor material availability, delivery schedules, and lead times to prevent project delays
• Coordinate delivery arrangements with suppliers to meet site requirements efficiently
• Verify accuracy of purchase orders, delivery orders, invoices, and supplier quotations to maintain financial and inventory control
• Follow up on outstanding or delayed orders to resolve procurement issues promptly
• Assist in resolving discrepancies related to orders, quantities, pricing, or deliveries to ensure order accuracy
• Maintain organized records of purchase orders, quotations, delivery orders, and invoices for audit and reference
• Update purchasing and material tracking records to reflect current project status
• Assist with filing and documentation to support project administration
• Liaise effectively with project managers, site teams, suppliers, and accounts department to facilitate communication and coordination
• Perform general administrative duties and other tasks assigned by management to support team operations

Preferred competencies and qualifications

• Minimum 1–2 years of administrative or purchasing experience preferred
• Experience in construction, renovation, interior fit-out, or related industries is advantageous
• Good organisational and coordination skills to manage multiple procurement tasks efficiently
• Effective communication skills to interact with suppliers and internal teams
• Basic proficiency in Microsoft Excel, Word, and email for documentation and correspondence
• Strong attention to detail and accuracy to ensure error-free processing
• Ability to work independently and manage multiple orders simultaneously
• Responsible, proactive attitude with willingness to learn and adapt
• Ability to work effectively in a fast-paced environment