ADMIN EXECUTIVE

About the role

We are looking for a detail-oriented and proactive Admin Executive to coordinate information across Operations/Workshop, Purchasing and QS teams. The role focuses on cross-checking purchases, usage and project records to ensure all materials, equipment, services and costs incurred are properly recorded, captured and claimed to clients.

Key responsibilities

• Cross-check purchasing records against actual usage by workshop, operations and site teams.
• Monitor materials, equipment, spare parts, rental machines and services purchased for projects.
• Ensure items purchased and used on site are properly recorded and communicated to the QS team for claims.
• Reconcile Purchase Orders, invoices, delivery orders, material usage and QS claims.
• Identify unclaimed, missing or unmatched costs and follow up with the relevant departments.
• Track outstanding documents and ensure timely submission to QS for billing/claims.
• Coordinate with Purchasing, Operations, Workshop, Store and QS teams to close information gaps.
• Maintain accurate records and prepare reconciliation reports for management review.
• Monitor project-related expenses and highlight unusual or unexplained discrepancies.
• Develop and maintain simple tracking systems, Excel reports and dashboards for monitoring.

About you

• Diploma/Degree in Business Administration, Accounting, Finance, Management or related field.
• 2–4 years of relevant administrative, operations, project coordination or construction experience.
• Strong Excel and data reconciliation skills.
• Good understanding of PO, DO, invoice and project documentation.
• Strong attention to detail and ability to identify discrepancies.
• Good follow-up skills — able to chase different departments until an issue is closed.
• Able to work independently with minimal supervision.
• Good communication and coordination skills.
• Experience in construction, workshop, procurement or QS environment is an advantage.