Project Admin (Interior Fit-out)

Working Time:

Monday – Friday 0830-1730hr
Saturday 0830-1230hr

Responsibilities

• Assist the Project team in all aspects of project management such as project progress, monitoring, site supervision, checking of materials and workmanship, procurement of materials, control of general workers, documentation and submission etc.
• Coordinate with factory and subcontractors on the delivery of products and installation works.
• Liaise with clients and relevant parties on all site matters with proper documentation.
• Support the Project Manager to ensure projects are completed on time, within budget, meet all safety standards and are of highest quality.
• Attend site meetings.
• Direct office activities and functions to maintain efficiency and compliance with company policies.
• Assist clerical and support staff with their assigned duties.
• Prepare agendas and maintain calendars for senior management.
• Maintain office supplies inventory.
• Maintain records, documentation, and files.
• Provide daily operational support and coordination on all shipping and administrative activities.
• Coordinate and liaise with various departments, overseas in-house factories and suppliers to ensure smooth transaction in all import & export shipments.
• Liaise and confirm shipping schedules with shipping agents/forwarders and update internal teams.
• Prepare, coordinate and issue shipping documents (Invoices, Packing Lists, Custom Certificate, Certificate of Origin), and ensure accuracy of Bill of Ladings (BL), Airway Bills (AWB).
• Arrange local and international courier shipments, and assist in the packing of items to be couriered as and when necessary.
• Coordinate with the logistics team/forwarder on all crating and packing of materials and onward conveyance/delivery.
• Prepare accurate shipment status reports.
• Assist in updating of inventory records.
• Keep abreast of export-import regulations of various countries (import duties, declaration/customs documents, etc.).
• Data entry on ERP system and provide clerical assistance to other departments.
• Coordinate with the insurance company concerning the renewal of insurance policies, amendments, endorsements, accidents/claims as and when they happen and follow up on the settlement.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Support Tender department to obtain quotations (RFQs) during tender stage.
• Assist Commercial and Project team in the preparation of sample board for submission.
• Assist staff from other departments as and when need arises.
• Perform ad hoc assignments as may from time to time be directed by the management.

Requirements

• Diploma in administration/related qualification in interior decoration/design.
• Able to read and understand technical, construction and shop drawings.
• 3 years’ experience in interior renovation & fit-out and/or furniture construction industry preferred.
• Able to work well under pressure and tight project timeline.
• Good communication skills.