ADMINISTRATIVE SUPPORT ASSISTANT

Roles & Responsibilities Established in 2002, Aegis Building and Engineering Pte Ltd is a leading company in the building industry. With over two decades of experience, we have earned a strong reputation for excellence in providing conservation, maintenance, and repair services for buildings. Our commitment to quality has built long‑term partnerships with reputable clients across various industries. We have also expanded our services to provide skilled tradesmen for hotels, malls, and industrial buildings — ensuring top‑notch results for our clients’ needs. To meet changing workforce dynamics, we continuously embrace innovation and sustainability while maintaining the highest safety standards. Position Title : Administrative Support Assistant Department : Procurement / Human Resources / Finance Reports To : Operations Manager / Department Heads Employment Type : Full‑Time POSITION SUMMARY The Administrative Assistant provides comprehensive administrative and coordination support across the Procurement, HR, and Finance departments. This role ensures smooth daily operations, accurate documentation, timely processing of tasks, and efficient communication between departments, vendors, employees, and management. KEY RESPONSIBILITIES 1. Procurement Support Assist with preparing purchase orders (POs) and obtaining quotations. Maintain vendor records, price lists, and contract documentation. Track delivery schedules and follow up with suppliers. Support procurement reporting (e.g., monthly spend reports). Ensure compliance with purchasing procedures and approval workflows. 2. Human Resources Support Maintain employee files, records, and HR databases. Data entry for HR listing Reports & HR System. Prepare HR‑related letters (confirmation, warning letter probation, etc.) when required. Other HR & Administrative job as and when needed. 3. Finance Support Assist with invoice processing and expense claims. Support monthly billing, payment tracking, and data entry into accounting systems. Maintain proper filing of financial documents and receipts. Support month‑end administrative tasks. Other Adhoc Finance support as & when needed. 4. General Administrative Duties Manage calendars, meetings, and departmental communications. Prepare reports, memos, spreadsheets, and presentations. Maintain office supplies, asset records, and administrative inventory. Handle correspondence, document formatting, and archiving. Assist with internal audits and compliance checks. QUALIFICATIONS Diploma in Business Administration, HR, Finance, or related field. 1–3 years of administrative experience (exposure to procurement / HR / finance preferred). Strong organizational and multitasking skills. Proficient in MS Office (Word, Excel, PowerPoint) and office systems. Good communication skills with attention to detail. Ability to maintain confidentiality and handle sensitive information. KEY COMPETENCIES Attention to Detail – Ensures accuracy in documents and data. Time Management – Manages multiple deadlines efficiently. Teamwork – Works collaboratively with cross‑functional teams. Communication – Clear and professional written and verbal communication. Problem Solving – Identifies issues and proposes practical solutions. Confidentiality & Integrity – Handles sensitive HR and finance information responsibly. ADDITIONAL REQUIREMENTS Experience with procurement, human resource & finance systems (SAP, Synergix, etc.). Willingness to support ad‑hoc administrative jobs. Core Skills Microsoft PowerPoint Written English Archiving Multitasking Skills Purchasing Problem Solving Data Entry Procurement Good Communication Skills Attention to Detail Time Management Human Resource Spreadsheets Administrative Support Human Resources #J-18808-Ljbffr