ADMINISTRATIVE ASSISTANT

Administrative Executive (Engineering & Project Support)

We are seeking an organised and dependable Administrative Executive to support our engineering business. The role involves office administration, project documentation, invoicing support, and coordination with clients, suppliers, workers, and our engineering team.

Responsibilities

• Maintain the project master register, including quotations, purchase orders, delivery deadlines, completion documents, and invoice records.
• Prepare quotations, invoices, delivery orders, and other business documents based on approved information.
• Follow up with clients on purchase orders, required documents, invoice submissions, and outstanding payments.
• Coordinate with engineers to keep project details, deadlines, and work progress updated.
• Organise company documents in SharePoint and OneDrive, maintaining accurate records and appropriate confidentiality.
• Arrange workers’ training, course registrations, and certification renewals.
• Maintain employee records, attendance, leave records, and timesheets, and compile information for payroll processing.
• Assist with supplier enquiries, purchasing documentation, and delivery arrangements.
• Handle business correspondence, telephone enquiries, meeting arrangements, and general office administration.
• Provide administrative support to management and other departments as required.

Requirements

• Previous experience in administration or project support; experience in an engineering, construction, or maintenance company is an advantage.
• Proficiency in Microsoft Excel, Word, Outlook, and basic document management. Familiarity with SharePoint and OneDrive is preferred.
• Good written and verbal communication skills.
• Strong organisational skills, attention to detail, and the ability to manage deadlines.
• Ability to follow up on outstanding matters and coordinate with different teams.
• Ability to handle employee, financial, and commercial information confidentially.
• Basic knowledge of invoicing, purchase orders, and payroll administration is an advantage.