Admin Assistant

Key Responsibilities

1.      Operations & Project Support

• Provide administrative support to Operations and Project teams.
• Assist in preparation and maintenance of project documentation (daily reports, progress records, method statements, permits, etc.).
• Coordinate internal communications between site teams, operations, and office.
• Track project schedules, manpower deployment, and site submissions as assigned.

2.      Machinery & Equipment Administration

• Maintain records of company machinery and equipment (deployment, servicing, inspection, certification, and breakdown logs).
• Assist in scheduling machinery servicing, inspection, and statutory certifications.
• Track machinery usage, movement between sites, and downtime.
• Support documentation for machinery rental, hire, and return records (if applicable).

3.      Documentation & Filing

• Maintain proper filing (physical and digital) of contracts, purchase orders, delivery orders, invoices, and machinery documents.
• Ensure documents are updated, accurate, and readily accessible for audits or management review.
• Assist in preparation of reports and summaries for management when required.

4.      Coordination & General Administration

• Liaise with suppliers, subcontractors, and internal departments for operational matters.
• Support procurement documentation (PO tracking, delivery coordination, DO verification).
• Handle general administrative duties such as data entry, filing, and meeting coordination.
• Perform other ad-hoc administrative tasks as assigned by management.

Requirements

Education & Experience

• Diploma or equivalent qualification in Business Administration, Operations, or related field.
• 1–3 years of administrative experience, preferably in construction, engineering, or machinery-related environment.
• Able to use Chinese & English to liaise with operators/stakeholders

Skills & Competencies

• Good organizational and coordination skills.
• Detail-oriented with strong documentation control ability.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Ability to multitask and work in a fast-paced, environment.
• Good communication and interpersonal skills.