Job Summary

To provide pro-active administrative support within the business to all relevant stakeholders to ensure that full administrative needs are met within the business for a smooth daily operation.

Key Responsibilities

• Prepare and distribute Agenda and MOM (Minutes of Meeting) according the information given by the PM (Project Manager)

• Prepare and update the budget on regards all the projects according to the instruction of the Project manager and consolidating the information from Finance and Procurement Department

• Create Purchase Requisitions and submit to Line Manager for approval, when required according to the instructions of the Project Manager.

• Serves as a point of contact for contractors for receiving invoices, service reports, and other submittals from the suppliers, service providers, etc. for Line Manager’s approval.

• Generating weekly report on all aspects of the operation in additional to any ad hoc reports as required by the Project Managers by using the information entered in the system.

• Maintain and update all necessary records and database that includes but not limited to services provided, supplier’s list etc.

• Prepare correspondence according to the Project Manager instructions and submit to suppliers.

• Responsible for the initiation, coordination and follow up for the procurement of the Furniture, Fixtures & Equipment of the project as per the instruction of the Project manager, including but not limited to contacting suppliers, booking of material, preparing purchase order, following up on the delivery.

• Prepare and collect all the documentation required to be submitted to finance for payments, such as: work completion, invoices, warrantees.

• Support the design team on the preparation of material mood boards.

• Prepare and follow up documentations for the Gate passes.

• Maintain records of attendance, gate pass information access, leave applications, incoming and outgoing transmittals related to the projects.

• Perform other duties as assigned by the Direct Manager.

Qualifications

Education

Diploma or Bachelor’s Degree in Engineering, Project Management, Construction Management, or related field.

Experience

• Minimum 3 years of experience in project admin or co-ordination.

Knowledge & Skills

• Knowledge in MS Office, Oracle.

• Experience in procurement administration (Purchase Order / Purchase request) an advantage.

Key Competencies

• Initiative

• Organizational Commitment

• Teamwork

• Achievement Drive

• Analytical/Logical thinking