Secretary/Admin Executive

Confidential Company

Subcontractor Handling

• Receive and manage calls from subcontractors.

• Verify and process subcontractor invoices/cheques: Check that amounts match purchase orders (PO), agreements, or approved amounts.

• Ensure supporting documents are complete and attached.

• Deal with subcontractors professionally if cheques are delayed or issues arise (e.g., follow up, communicate discrepancies).

• Aggregate and segregate related documents for processing.

Supplier Handling

• Receive supplier invoices and match invoice quantities/values with Delivery Orders (DO) or goods receipt notes.

• Handle handover of cheques to suppliers.

• Verify that all required supportive/correct documents (e.g., delivery notes, GRN, tax invoices) are attached before processing.

• Organize and divide/distribute documents efficiently for approval and filing.

Reception & Front Office Duties

• Receive and answer incoming calls professionally; direct them to the appropriate personnel.

• Welcome and greet guests/visitors (clients, subcontractors, suppliers, etc.) in a courteous, friendly manner.

• Maintain the reception area to the highest standards: Ensure it is always neat, clean, well-organized, and has a pleasant, welcoming atmosphere (good smiling, professional appearance).

Office & Document Management

• Monitor office stationery, supplies, and materials; ensure availability and reorder as needed.

• Receive documents from all project sites; segregate and distribute them to the concerned employees/departments promptly.

• Deliver/send documents from the head office to project sites; follow up to confirm receipt.

• Manage filing system: File cheques, bank Statements of Account (SOA), invoices, and all other documents in the correct sequence and organized manner (separating new and old files).

• Maintain proper filing for easy retrieval, ensuring all documents are organized, secure, and up to date.

• Control and receive site Petty Cash Reports; segregate and forward them to the relevant employees/finance team.

General Administrative & Other Tasks

• Perform other administrative and support tasks as assigned by management (e.g., data entry, report preparation, scheduling, correspondence).

• Assist in maintaining confidentiality of sensitive information (financials, contracts, etc.).

• Support coordination between office, sites, subcontractors, and suppliers to ensure smooth operations.