Administrative Assistant

About SJ 
Surbana Jurong Group is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future. 

Headquartered in Singapore, the group has a global talent pool of 16,000 in Surbana Jurong and its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA and SMEC, based in more than 120 offices in over 40 countries. They include architects, designers, planners, engineers, facilities managers and other specialists driven by progressive thinking and creative ideas to shape a better future. 

Its technical experts deliver sustainable solutions that cover the entire project life cycle from planning and design, through to delivery and management, as well as a full suite of multidisciplinary consultancy services across a diverse range of sectors including transportation, water, aviation, healthcare, hospitality and renewables. 

About the Role:

As the Administrative Assistant, you will play a pivotal role in supporting the day-to-day operations of the Commercial & Contracts team within the AMEP region, while also assisting the Regional Lead for Middle East & Pakistan. This role requires strong organizational and coordination skills to manage administrative functions, track documentation, and ensure timely communication across departments and project teams.

You will be responsible for preparing and maintaining reports, organizing meetings, managing calendars, and facilitating smooth workflows between technical, commercial, and regional leadership teams. Your ability to multitask, prioritize responsibilities, and work with discretion will contribute significantly to the efficiency and success of our regional operations.

This is an excellent opportunity to join a collaborative and fast-paced environment where your support will have a direct impact on project and business outcomes across multiple geographies.

Key Responsibilities:

Administrative Support:

• Provide daily administrative assistance to the Commercial & Contracts team, including managing calendars, scheduling meetings, and handling correspondence.

• Support the preparation and formatting of reports, presentations, tender documentation, and contractual documents.

• Assist with the documentation and filing of commercial and contractual records in line with internal procedures.

Coordination & Communication:

• Liaise with internal departments (e.g., Finance, Legal, BD) to follow up on commercial and contractual documentation.

• Coordinate meetings, workshops, and regional reviews, including preparing agendas, taking minutes, and tracking action items.

Regional Support:

• Support the Regional Lead for Middle East & Pakistan in administrative tasks, internal communications, travel arrangements, and report preparation.

• Ensure timely and accurate communication flow between the regional office and AMEP countries.

Data Management & Reporting:

• Maintain updated trackers for contracts, NDAs, proposals, and related documentation.

• Support the collation of monthly and quarterly reports for leadership teams.

Compliance & Process Support:

• Ensure administrative processes are in compliance with internal policies and confidentiality requirements.

• Contribute to improving administrative systems, processes, and efficiency across the team.

Qualifications & Experience:

• Bachelor’s degree in Business Administration, Management, or a related field (preferred).

• Experience supporting commercial and contract management functions is a plus.

Skills & Competencies:

• Strong organizational and time management skills.

• Excellent written and verbal communication.

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); experience with document management systems is advantageous.

• Ability to handle sensitive and confidential information with discretion.

• High level of professionalism and interpersonal skills.

In return, SJ Group offers you the benefits that come from working in a global multidisciplinary 
consultancy in an environment where your fresh ideas and enthusiasm will be welcomed and 
rewarded. 

All recruitment activities go through our recruitment function and currently, this role doesn’t require agency input. Please do not forward resumes directly to SJ Group employees/managers; we do not accept unsolicited resumes and are not responsible for any associated fees. 

**Only successful candidates will be contacted** 

At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!