Admin Assistant

Admin Assistant – Store Development

Job Summary

The Admin Assistant will provide administrative support to the Store Development team across store design, construction, and maintenance activities. The role is responsible for document control, maintaining billing and payment trackers, and coordinating with internal departments, contractors, and suppliers to ensure complete documentation and timely follow-through on requests.

Job Responsibilities

• Organize and maintain physical and electronic records of project documents, contracts, quotations, purchase orders, billings, and other supporting files.
• Maintain a document control system to ensure records are updated, properly labeled, and readily accessible.
• Receive and check billing submissions for completeness of required supporting documents before routing them for review and approval.
• Update billing and payment trackers, monitor outstanding items, and follow up on pending documents, approvals, and payment status.
• Coordinate with Design, Construction, and Maintenance personnel regarding documentation requirements, project updates, and administrative concerns.
• Coordinate with Finance, Accounting, Purchasing, Operations, and other support departments to facilitate requests and resolve documentation gaps.
• Coordinate with contractors and suppliers regarding billing requirements, missing documents, and payment status updates.
• Maintain monitoring logs for maintenance requests and ongoing projects based on updates provided by the assigned personnel.
• Prepare regular status reports on pending billings, payments, documents, and other administrative requirements.
• Assist with meeting schedules, meeting minutes, correspondence, and other administrative tasks related to store development activities.

Job Qualifications

• Bachelor’s degree in Business Administration, Office Administration, or a related field.
• Preferably with at least one year of experience in administrative support, document control, or billing coordination.
• Experience supporting construction, engineering, facilities maintenance, or store development teams is an advantage.
• Proficient in Microsoft Office, particularly Excel for maintaining trackers and preparing reports.
• Strong organizational skills and attention to detail in handling documents and records.
• Good communication and coordination skills, with the ability to follow through on pending requirements.
• Able to manage multiple priorities and handle confidential documents responsibly.