Admin Executive

Location: Singapore
Employment Type: Full-time

About the Role

We are looking for a proactive and organized Admin Executive to support the smooth day-to-day operations of our office. This role will provide administrative, office, HR, event coordination, and documentation support across various internal teams.

The ideal candidate should be detail-oriented, resourceful, and comfortable handling a wide range of administrative tasks in a professional office environment.

Key Responsibilities

Office & Administrative Support

• Assist in managing stationery and pantry supplies, including monitoring stock levels and arranging replenishment.

• Support the upkeep and basic troubleshooting of office equipment in common areas and meeting rooms.

• Help maintain a clean, organized, and professional office environment.

• Greet visitors and candidates, and assist in preparing meeting rooms when required.

• Handle incoming calls and direct them to the relevant departments.

• Assist in scheduling external appointments and internal meetings, taking into consideration time zones and public holidays where applicable.

• Coordinate travel arrangements, including flight and accommodation bookings, and assist with visa applications for employees and external stakeholders.

• Prepare and submit business expense claims promptly and accurately.

• Assist in organizing and digitizing hardcopy documents such as HR files, contracts, and patents, ensuring proper filing and record-keeping.

• Maintain and update both physical and electronic filing systems.

• Assist in maintaining legal and patent documentation in an organized filing system.

• Support coordination with internal teams such as HR, Legal, and IT on administrative tasks and documentation.

• Provide general administrative support and assist with ad-hoc tasks or projects as assigned.

Event Coordination

• Provide administrative support in organizing company events and employee engagement activities.

Human Resources Support

• Assist in posting job advertisements on platforms such as LinkedIn, MyCareersFuture, and the corporate website.

• Assist in maintaining and organizing candidate CV records, ensuring proper documentation and accessibility to support the development of an internal recruitment database.

• Support onboarding and offboarding processes, including preparing documents and coordinating logistics.

• Help maintain and update employee personal files and records.

• Assist in validating staff welfare-related claims, such as dental, optical, and fitness expenses, in accordance with company policies.

• Provide administrative support in updating HR documents such as policies and the employee handbook.

Requirements

• Prior experience in administrative, office support, facilities coordination, or HR support roles will be an advantage.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Good organizational skills with strong attention to detail.
• Good communication and interpersonal skills.
• Able to multitask, prioritize work, and manage deadlines effectively.
• Proactive, responsible, and willing to support a variety of administrative tasks.
• Comfortable handling confidential documents and information with discretion.
• Open to learning and using AI tools or simple automation solutions to improve work efficiency.