Admin Assistant

We are seeking a detail-oriented and organised Administrative Assistant to provide administrative and coordination support to our Facilities Management team deployed at a client site.

The role will support the day-to-day administration of facilities operations, including documentation, maintenance records, procurement and invoice processing, contractor coordination, reporting and general site administrative matters.

Key Responsibilities

• Provide daily administrative support to the Facilities Management team at the client site.
• Maintain proper filing and records for maintenance, service reports, work orders and other site documents.
• Prepare reports, correspondence, meeting minutes and other administrative documents.
• Assist in tracking maintenance works, service requests and outstanding matters.
• Support procurement and invoice processing, including purchase orders, delivery orders and supporting documents.
• Assist in preparing monthly reports and other submissions required by the client and management.
• Handle calls, emails and general enquiries, and coordinate follow-up with the relevant personnel.
• Liaise with client representatives, internal departments, contractors and service providers on administrative matters.
• Perform other administrative and coordination duties as assigned by the Facilities Manager.

Requirements

• Minimum GCE ‘O’ Level, Nitec, Higher Nitec or Diploma in Business Administration or a related discipline.
• 1–2 years of relevant administrative experience preferred.
• Experience in Facilities Management, building maintenance, property management or a site-based environment will be an advantage.
• Proficient in Microsoft Office applications, particularly Word, Excel and Outlook.
• Good organisational and time management skills with strong attention to detail.
• Able to manage multiple tasks, maintain accurate records and follow up on outstanding matters.
• Good communication and interpersonal skills.
• Comfortable liaising with clients, contractors, vendors and internal stakeholders.