ADMIN EXCUTIVE

ADMIN EXECUTIVE

Position: Admin Executive Department: Administration / Operations Industry: Construction Reports To: Project Manager / General Manager

Job Summary

We are looking for a responsible and organized Admin Executive to support the day-to-day administrative and operational activities of our construction company. The successful candidate will coordinate office administration, maintain project documentation, liaise with internal teams and external parties, and ensure that administrative processes are carried out efficiently and accurately.

Key Responsibilities

• Manage daily office administration and general clerical duties.
• Prepare, organize, and maintain company and project-related documents and records.
• Handle incoming and outgoing correspondence, emails, letters, and telephone calls.
• Prepare quotations, purchase orders, invoices, reports, letters, and other administrative documents when required.
• Maintain proper filing systems for project documents, contracts, permits, drawings, delivery orders, invoices, and other records.
• Assist project teams with administrative support and document coordination.
• Coordinate meetings, appointments, site meetings, and prepare meeting minutes when required.
• Liaise with clients, consultants, subcontractors, suppliers, government agencies, and other external parties on administrative matters.
• Assist with the preparation and submission of documents to clients, consultants, authorities, and project stakeholders.
• Monitor office supplies, stationery, equipment, and other administrative requirements.
• Assist with staff attendance, leave records, timesheets, and other HR-related administrative matters.
• Support procurement and accounts teams with documentation, invoice processing, and purchase records.
• Maintain confidentiality of company, employee, client, and project information.
• Assist management and project teams with ad-hoc administrative duties as required.
• Ensure administrative procedures and company policies are properly followed.

Requirements

• Diploma or relevant qualification in Business Administration, Office Administration, or a related field.
• 2–4 years of administrative experience, preferably within the construction, engineering, property, or related industry.
• Good knowledge of Microsoft Office, particularly Word, Excel, and Outlook.
• Strong organizational and document-management skills.
• Good written and verbal communication skills.
• Able to coordinate with multiple departments and external parties.
• Able to work independently and manage multiple tasks and deadlines.
• Careful, responsible, and detail-oriented.
• Experience with construction documentation and project administration will be an advantage.

Preferred Skills

• Familiarity with construction terminology and project documentation.
• Experience handling subcontractor and supplier documentation.
• Basic knowledge of procurement, invoicing, and contract administration.
• Good follow-up and coordination skills.
• Ability to work in a fast-paced construction environment.

Working Conditions

The role will be primarily office-based, with occasional visits to construction sites or project locations when required.

Key Performance Areas

• Accuracy and timely completion of administrative work.
• Proper maintenance and filing of company and project documents.
• Effective coordination with project teams, suppliers, subcontractors, and clients.
• Timely preparation and submission of required documents.
• Efficient support of day-to-day company and project operations.