Administrative Assistant

COMPANY DESCRIPTION

We are one of the largest one-stop Underground Utilities Infrastructure companies based in Singapore. We provide Underground Utilities Infrastructure construction and maintenance, sewer pipeline rehabilitation, road and airfield construction and maintenance as well as asphalt pre-mix production and construction waste recycling.

RESPONSIBILITIES

We are looking for a detail-oriented Administrative Assistant (IMS & Compliance) to support document control, ISO compliance, audit coordination, and records management across ISO 9001, ISO 14001 and ISO 45001. The role will work closely with the Internal Auditor and various departments to maintain accurate compliance documentation, follow up on audit actions, and support site compliance checks.

Job Responsibilities

Document Management & Administrative Support

• Maintain and systematically update company-wide compliance registers, IMS documentation, records, and version control logs.
• Ensure documents are properly reviewed, approved, issued, updated, and distributed according to document control procedures.
• Maintain master registers for controlled internal and external documents.
• Ensure proper filing, retention, retrieval, and control of records.
• Develop and maintain standardized templates for procedures, forms, records, reports, and other company documentation.
• Track compliance action items, audit schedules, submissions, and deadlines across departments.
• Prepare, format, and organize audit evidence, reports, records, and administrative documents.

IMS, Audit & Compliance Support

• Support the implementation and maintenance of ISO 9001, ISO 14001 and ISO 45001 Integrated Management Systems.
• Assist the Internal Auditor in coordinating and preparing for internal and external audits.
• Ensure required documentation and audit evidence are available and properly maintained.
• Follow up with relevant departments on non-conformances (NCs), corrective actions, and audit findings.
• Assist in monitoring regulatory and certification requirements and maintain relevant compliance records.
• Identify gaps in document control and compliance processes and recommend improvements.

Project Site Inspections & Compliance Verification

• Conduct ad-hoc and random project site visits to verify mandatory site documents, legal compliance records, and safety/environmental registers.
• Check that site documentation is consistent with the central compliance records.
• Highlight documentation or compliance gaps to the Internal Auditor and relevant departments.
• Coordinate with project teams, safety, and support departments to ensure timely updates and proper approval of required documentation.

Training & Development

• Shadow the Internal Auditor during internal audits and compliance activities.
• Participate in structured training and knowledge transfer to develop practical knowledge of IMS and auditing.
• Progressively take on greater responsibility in audit and compliance activities.

QUALIFICATIONS

• Diploma or Degree in Business Administration, Quality Management, Operations, Records Management, or a related discipline.
• 3-4 years of relevant experience in document control, records management, compliance, QA/QC, or administrative support.
• Strong familiarity with or direct exposure to ISO 9001, ISO 14001, and ISO 45001 Integrated Management Systems.
• Experience in internal/external audit support, compliance documentation, and corrective action follow-up will be an advantage.
• Strong attention to detail and organizational skills, with the ability to coordinate effectively with internal and external stakeholders.
• Good communication and interpersonal skills, with the ability to work independently and as part of a team.
• Willing to conduct occasional project site visits.

OTHER INFORMATION

• Work Schedule: 5-day work week
• Location: Office at No. 3 Sungei Kadut Drive, Singapore 729556 (North Singapore)

Employee Benefits:

• Transportation:
• Enjoy a company-provided shuttle for easy transportation available from Woodlands and Kranji MRT Stations to the office for your convenience
• Company-provided lunch bus for easy access to meals.
• Annual Leave:
• 14 days of annual leave, with additional leave based on tenure.
• Telecommunication:
• Exclusive sign-up benefits under our Corporate Telecommunication Scheme for personal plans.
• Healthcare:
• Access to Medical Teleconsultation services for quick, easy healthcare consultations.
• Comprehensive medical benefits including dental care and health screenings.
• Portable Medical Benefit Scheme (PMBS): Monthly contributions to your Medisave account for long-term healthcare security.

Why Join Us?

• Build the Future: Deliver high-impact civil engineering projects that transform communities
• Grow with Us: Opportunities for career progression and continuous skill development.
• Innovate & Solve: Tackle complex challenges with cutting-edge solutions.
• Collaborative Team: Work in a supportive, idea-driven environment.
• Legacy of Impact: Create tangible value through infrastructure that lasts.

Please note that your application will be sent to and reviewed by the direct employer - Ley Choon Constructions and Engineering Pte Ltd