Executive and admin support

We are seeking a highly organized and detail-oriented Executive & Administrative Officer to provide high-level administrative, operational, procurement, and documentation support to the General Manager and project teams. The role requires strong coordination skills, system management experience (Procore), and the ability to handle logistics, financial processing, and vendor documentation efficiently.

Key ResponsibilitiesExecutive & Administrative Support

• Provide professional executive and administrative support to the General Manager and senior staff.
• Manage and prioritize the GM’s daily schedule, meetings, and appointments.
• Prepare and draft official correspondence, reports, and presentations.
• Assist in project-related documentation including tenders, reports, and engineering correspondence.
• Ensure strict adherence to company policies and office procedures.

Office Operations & Management

• Oversee day-to-day office operations and maintain an organized workspace.
• Monitor and manage office inventory and supplies.
• Prepare local and international purchase orders.
• Administer and maintain project documentation including pre-qualification documents, tenders, and close-out files.

Logistics & Customs Coordination

• Manage logistics operations including shipment arrangements and delivery scheduling.
• Coordinate with freight forwarders and shipping lines.
• Handle customs documentation, duty/tax calculations, shipment tracking, and clearance follow-ups.
• Monitor inventory control and ensure timely delivery of materials.

Procore System Administration

• Create and manage new projects in Procore.
• Assign engineers and control permission levels and access rights.
• Ensure accurate uploading and maintenance of project documents.
• Prepare LPOs and payment certificates through Procore.

Financial & Procurement Support

• Receive and review invoices for accuracy.
• Coordinate approvals and signatures from site engineers and the GM.
• Submit documents to accounts for cheque preparation.
• Release cheques and ensure proper documentation and recording.
• Prepare purchase orders and manage procurement from suppliers and subcontractors.
• Monitor order deliveries and supplier performance.

Vendor & Contract Documentation

• Manage vendor registration and maintain updated vendor records.
• Draft and process Non-Disclosure Agreements (NDAs).
• Prepare contract award letters for subcontractors.
• Issue transmittals to clients and vendors with proper documentation logs.
• Draft authorization letters specifying scope and validity.
• Maintain organized filing systems for vendor and contract documents.
• Ensure all documentation complies with company policies and legal requirements.
• Coordinate approvals and required signatures.

Requirements

• Minimum 3 years of relevant experience in executive administration, office management, or procurement support (preferably in fitout, construction or engineering companies).
• Strong knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Knowledge of logistics, customs documentation, and procurement processes.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to work under pressure and meet deadlines.

Job Type: Full-time