Admin Assistant (Factory)

Job Summary

The Factory Assistant provides administrative and operational support to ensure the smooth day-to-day running of the factory. The role will be responsible for monitoring staff movement, assisting with billing and costing activities, maintaining operational records, and coordinating general factory-related matters.

Key Responsibilities

• Monitor and maintain accurate records of factory workers’ daily movement, attendance, deployment and work locations.
• Coordinate and update staff movement between factory, project sites and other work locations.
• Assist in tracking manpower allocation and factory workforce requirements.
• Support the preparation, checking and submission of factory-related billing documents, invoices, delivery orders and supporting documents.
• Assist in monitoring project/factory costing, including manpower, materials, production and other operational costs.
• Maintain accurate costing records and assist in preparing cost summaries and reports for management review.
• Coordinate with Project, QS, Procurement, Finance and HR teams on manpower, billing, costing and operational matters.
• Assist in tracking material usage, production quantities and work progress where required for costing and billing purposes.
• Maintain proper filing and documentation of factory records, invoices, cost sheets, delivery documents and staff movement records.
• Prepare basic reports, spreadsheets and data summaries for factory operations and management.
• Assist with factory administrative matters, including supplies, equipment, documentation and general coordination.
• Support factory supervisors and management in monitoring daily operations and resolving administrative issues.
• Assist in coordinating transportation, deliveries and movement of materials or manpower when required.
• Ensure factory records and documentation are updated accurately and submitted within the required timelines.
• Perform other administrative and operational duties as assigned by the Factory Manager or management.
• Issue Payment response to Project teams /Clients

Requirements

• Diploma or equivalent qualification in Business Administration, Construction, Operations or a related discipline is preferred.
• 1–3 years of experience in factory administration, construction, manufacturing, operations or a similar environment.
• Experience in billing, costing, manpower tracking or administrative coordination will be an advantage.
• Good working knowledge of Microsoft Excel and other Microsoft Office applications.
• Strong organisational and coordination skills with good attention to detail.
• Able to work independently, manage multiple tasks and meet deadlines.
• Good communication and interpersonal skills.
• Comfortable working in a fast-paced construction/factory environment.
• Candidates with construction or interior fit-out industry experience will have an added advantage.