- 33 UBI AVENUE 3 Central Region (Singapore) Singapore
Full Time Admin Executive Jobs, Salary up to SGD 3,200 in HG WORKS PTE. LTD. Central Region (Singapore) - Maukerja
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Job Description
Responsibilities
- Executive Support & Calendar Management: Provide dedicated, high-level administrative support to the Director, including managing the calendar, proactively scheduling meetings, prioritizing workflows and anticipating needs to ensure the efficient operation of the Director’s office and leadership team.
- Communications & Correspondence: Screen and manage incoming calls, emails and correspondence; respond to or redirect enquiries as appropriate and escalate priority matters to the Director promptly.
- Travel Coordination: Plan and arrange local and overseas business travel, including flights, accommodation, ground transport and detailed itineraries.
- Meeting Coordination & Reporting: Compile and format progress reports from all Heads of Departments (HODs) for weekly project meetings; coordinate logistics and prepare agendas and materials for monthly general meetings; attend meetings to record accurate minutes.
- Action Item Tracking & Follow-Up: Track action items arising from meetings and follow up with relevant departments to ensure timely completion of critical tasks.
- Invoice & Payment Management: Process and verify subcontractor and supplier invoices for accuracy and approval; consolidate payment runs to ensure timely disbursement and maintain positive working relationships with vendors.
- Document Control & Records Management: Maintain a systematic and accurate filing system for contractor invoices, purchase orders, correspondence, meeting records and project documentation to ensure audit readiness and data integrity.
- Stakeholder Liaison: Act as a point of contact with external vendors, consultants and government agencies, coordinating administrative and regulatory matters on behalf of the Director.
- General Office Administration: Oversee day-to-day office administration, including procurement of office supplies and organization of the site office.
- Confidentiality & Independent Problem-Solving: Handle confidential and sensitive information with the highest level of discretion and integrity and resolve day-to-day issues independently.
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