Office Administrator

We are seeking a highly organized and detail-oriented Office Administrator to support our Exhibition Stand and Interior Fit-Out operations. The successful candidate will be responsible for preparing project quotations, managing purchase orders, and coordinating tender submissions while ensuring accuracy, compliance, and timely execution in line with project deadlines.

Key Responsibilities

Quotation & Costing Support

• Prepare accurate and detailed project quotations based on BOQs, drawings, and specifications
• Coordinate with design, estimation, and project teams to obtain pricing and material details
• Maintain updated pricing records and documentation
• Follow up on submitted quotations with clients when required

Purchase Order Management

• Prepare and issue purchase orders to suppliers and subcontractors
• Coordinate with vendors for materials, fabrication, graphics, and site-related works
• Monitor order status to ensure timely delivery aligned with project schedules
• Maintain organized records of procurement documentation

Tender Submission

• Compile and prepare technical and commercial tender documents
• Ensure all required documentation is complete and submitted within deadlines
• Coordinate internally for approvals and supporting documents
• Maintain proper records of submitted tenders and correspondence

Administrative Support

• Maintain structured filing systems for project documents and contracts
• Manage office correspondence and documentation
• Provide administrative support to project managers and senior management

Requirements

• Proven experience in office administration within exhibition, events, construction, or interior fit-out industry
• Strong understanding of BOQs, project documentation, and procurement processes
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with ERP or accounting systems is an advantage
• Excellent organizational and time-management skills
• Ability to work under pressure and meet tight deadlines
• Strong communication and coordination abilities
• High level of accuracy and attention to detail

Qualifications

• Diploma or Bachelor’s degree in Business Administration or related field
• Minimum 3 years of relevant experience preferred

Job Type: Full-time