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