Secretary cum Receptionist

Role overview

Reception and administration

• Welcome and assist visitors, clients, consultants, contractors, and suppliers; answer and direct incoming calls.
• Manage correspondence, email, courier services, appointments, meetings, and management calendars.
• Prepare letters, reports, meeting minutes, and business documents; handle data entry, scanning, copying, and printing.
• Maintain organized records and filing systems for contracts, quotations, invoices, purchase orders, and project correspondence.
• Maintain office stationery and supplies and keep the reception area and office organized.
• Assist management and other departments with administrative and coordination tasks.

Procurement coordination

• Request and compare supplier and subcontractor quotations for construction materials, equipment, tools, and services.
• Assist with purchase orders and procurement documents for management approval.
• Follow up on order confirmations, material availability, and delivery schedules; coordinate with suppliers and internal teams.
• Maintain supplier databases, quotation records, purchase orders, and procurement tracking sheets.
• Check supplier invoices, delivery notes, and purchase orders for discrepancies; monitor deliveries and communicate shortages or delays.

Qualifications and experience

• Minimum 2–5 years of relevant experience in an engineering, construction, contracting, MEP, or procurement-related company.
• Practical experience obtaining supplier quotations, preparing purchase orders, and maintaining procurement records.
• A diploma or bachelor's degree in Business Administration, Office Management, or a related field is preferred.
• Previous experience as a Secretary, Receptionist, Administrative Assistant, or Procurement Coordinator is preferred.

Skills and capabilities

• Good knowledge of Microsoft Office, particularly Word, Excel, and Outlook.
• Familiarity with construction materials, engineering supplies, tools, equipment, and basic technical terminology.
• Strong written and verbal communication skills in English; professional telephone etiquette and interpersonal skills.
• Good numerical skills and attention to detail when comparing prices, quantities, and delivery terms.
• Strong organization, multitasking, and time-management abilities; able to coordinate effectively, work independently, meet deadlines, and maintain confidentiality.

Work location

• Work is in person.