Administrative Executive

Job Summary

Manage and maintain contracts, commercial documents, and records to ensure compliance and support project teams. Coordinate document control, track contract milestones, and assist management with audits and reporting in a construction and engineering environment.

Responsibilities:
Manage contracts, agreements, quotations, purchase orders, and other commercial documents to ensure accuracy and completeness

Maintain a contract register tracking contract value, commencement, expiry, renewal dates, and status for timely stakeholder updates

Monitor contract expiry and renewal dates and provide proactive reminders to relevant stakeholders to support contract continuity

Ensure all contracts and supporting documents are properly signed, approved, and securely filed both electronically and physically

Develop and maintain an effective document control system with proper naming, indexing, version control, and easy retrieval

Register, classify, distribute, file, and archive incoming and outgoing documents to maintain organized records

Maintain updated records of suppliers, subcontractors, and service providers, including agreements and supporting documentation

Coordinate with project teams and departments to obtain missing documents and ensure completeness of records

Prepare, compile, and retrieve documents for management reviews, audits, and compliance requirements efficiently

Perform general administrative duties including correspondence, data entry, and report preparation as required

Maintain confidentiality and control of company and contractual documents to safeguard sensitive information

Execute additional administrative tasks as assigned by management to support operational needs

Requirements:
Diploma or equivalent qualification in Business Administration, Management, or related discipline

2–3 years of relevant experience in administrative, contract administration, or document control roles

Experience in construction, engineering, or project-based industries is advantageous

Proficiency in Microsoft Office applications, especially Excel, Word, and Outlook

Strong organizational skills with meticulous attention to maintaining accurate documentation and filing systems

Ability to manage multiple tasks and independently follow up on deadlines

Effective communication and coordination skills to liaise with stakeholders and internal teams

Bilingual proficiency in English and Mandarin to communicate with Mandarin-speaking stakeholders, suppliers, and subcontractors, supporting effective collaboration

Suntec Construction Engineering Pte. Ltd. originated from Jianxin Engineering Installation Co., Ltd. in Suzhou, China. As a professional mechanical and electrical installation contractor, we specialize in the production and installation of large-scale air conditioning, HVAC, fire protection, process, and various special gas pipelines in clean rooms. Our services also cover multiple fields, including construction, manufacturing, energy, and transportation.

We have a highly qualified and experienced professional team. Our technical personnel have many years of experience in mechanical and electrical engineering and can provide customers with comprehensive and high-quality technical support and services.

We have always been committed to providing customers with the best quality services, adhering to the service concept of "customer first, quality first", strictly following national standards and customer requirements, and ensuring that each project can be completed on time, with quality, and quantity.

In the future, we will continue to adhere to the development concept of "people-oriented, technological innovation", continuously improve our service level and quality, continuously explore and innovate, and provide customers with more high-quality, efficient, and comprehensive mechanical and electrical equipment installation and technical services.