Executive Assistant To Proprietor / Construction Coordinator

Role & responsibilities :1. Director & Business Coordination

* Provide day-to-day coordination and administrative support to the Director.

* Coordinate with internal teams, clients, consultants, vendors and other stakeholders as required.

* Manage follow-ups, action items, meetings, schedules and other coordination requirements.

* Draft and coordinate emails, correspondence and other business communications.

* Support the Director with any ad-hoc business, administrative or operational requirements.

2. Proposals & Business Development Support

* Coordinate the preparation and submission of proposals, RFPs, quotations and other client documents.

* Collate inputs from relevant teams and ensure timely completion and submission.

* Maintain proposal trackers, submission timelines and supporting documentation.

* Assist with preparation of presentations, documents and other business development materials.

3. Vendor Coordination

* Coordinate with vendors and service providers for quotations, documentation, deliverables and timelines.

* Obtain and coordinate quotations and follow up on pending requirements.

* Maintain vendor records and ensure timely closure of deliverables.

4. Billing & Invoicing

* Coordinate bill/invoice generation and submission.

* Liaise with the finance team, clients and vendors on billing-related requirements.

* Track invoices, payments and outstanding items.

* Maintain accurate billing records and supporting documentation.

5. Administration & Documentation

* Maintain organised records, trackers, databases and business documentation.

* Coordinate meetings, calls, visits and other logistical requirements.

* Prepare status updates, MIS reports and other reports as required.

* Ensure timely follow-up and closure of pending tasks.

Key Skills & Competencies

* Strong coordination and follow-up skills.

* Excellent written and verbal communication.

* Good email drafting and business communication skills.

* Strong organisational skills and attention to detail.

* Ability to work closely with senior management and multiple stakeholders.

* Ability to manage multiple priorities and deadlines.

* Proficiency in MS Office, particularly Excel, Word and PowerPoint.

* Proactive, dependable and solution-oriented approach.

Preferred candidate profile

* 25 years of experience in business support, administration, coordination, operations or a similar role.

* Experience working with senior management or in a professional services environment would be an advantage.