Administrative Assistant

Roles & Responsibilities

• Provide day-to-day administrative support to project teams, including scheduling, meeting coordination, and tracking of project milestones.
• Prepare, maintain, and update project documentation such as project files, progress reports, meeting minutes, and action logs.
• Create Purchase Requisitions for project requirements as per company procedures.
• Assist in registering new vendors/subcontractors and guiding them through the registration process.
• Issue Purchase Orders (POs) and ensure all supporting documents are complete and properly filed.
• Process Job Completion and Settlement records accurately and on time.
• Track project costs, purchase orders, and invoices against approved budgets, and flag variances to the Project Manager.
• Coordinate with vendors, subcontractors, site teams, and internal departments (Procurement, Finance, Engineering) to follow up on deliveries, documents, and payments.
• Maintain proper documentation for all project, procurement, and vendor-related activities to ensure audit readiness.
• Create and issue POs, process invoices, and handle CAPEX-related entries and documentation.
• Update project records, job numbers, and cost allocations accurately in the system.
• Generate system reports to support project tracking and management review.
• Perform ad-hoc duties as assigned to support operational efficiency.

Requirements

• Education: Diploma/Degree in Business Administration, Project Management, Supply Chain, or a related field.
• Experience: At least 1 year in an administrative or project support role (fresh graduates with relevant skills are encouraged to apply), with some understanding of accounting and procurement processes.
• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Familiarity with ERP or procurement systems (e.g., Epicor) is an advantage.
• Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines.
• Excellent attention to detail and accuracy in data entry and record-keeping.