Full Time Estate, Admin Executive (12 months) Jobs, in Hwa Chong Institution - Maukerja

Job Purpose

We are seeking a proactive and organized Administrative Executive to support procurement activities, project tracking, and coordination functions. The successful candidate will play a key role in ensuring smooth administrative operations, timely procurement processes, and effective coordination among internal teams, vendors, and stakeholders.

Key Responsibilities

Procurement Administration

• Source quotations and conduct price comparisons from vendors and suppliers.
• Prepare purchase requisitions, purchase orders, and procurement-related documentation.
• Liaise with vendors on quotations, deliveries, invoices, and payment matters.
• Monitor procurement timelines to ensure timely delivery of goods and services.
• Maintain procurement records, supplier databases, and contract documentation.
• Support vendor evaluation and onboarding processes.
  
  

Project Tracking & Monitoring

• Maintain project schedules, trackers, and status reports.
• Monitor project progress, milestones, and deliverables to ensure timely completion.
• Coordinate with project teams to obtain updates and follow up on outstanding action items.
• Prepare project reports, dashboards, and summaries for management review.
• Maintain proper filing and documentation of project records.
  
  

Coordination & Administrative Support

• Coordinate meetings, site visits, and project-related activities.
• Prepare meeting agendas, minutes, and follow-up action logs.
• Liaise with internal departments, contractors, vendors, and external stakeholders.
• Manage correspondence, document control, and filing systems.
• Provide general administrative support to the team as required.
  
  

Requirements

• Diploma in Business Administration, Procurement, Project Management, or related disciplines.
• Minimum 1–3 years of experience in administration, procurement, or project coordination.
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Good communication and interpersonal skills.
• Detail-oriented with strong follow-up and coordination skills.
• Ability to work independently and manage multiple priorities.