Admin Executive (Office Operations)

We are looking for a reliable, organised and proactive Admin Executive to support the day-to-day operations of our Singapore office.

This is a hands-on administrative role covering office coordination, front desk support, vendors, facilities, supplies, documentation and general employee administration.

You do not need to be an experienced HR professional. We are looking for someone who is responsible, detail-oriented, willing to learn and able to get things done independently.

Key Responsibilities

Office Administration

• Manage daily office operations and maintain a clean, organised and well-functioning workplace

• Welcome visitors and coordinate visitor access

• Prepare meeting rooms and ensure meeting equipment is ready

• Manage pantry supplies, stationery and office inventory

• Coordinate deliveries, couriers and general office requests

• Handle office access cards and building access arrangements

• Maintain administrative records, trackers and documents

Facilities & Vendor Coordination

• Liaise with building management and external vendors

• Coordinate office repairs, maintenance and servicing

• Arrange air-conditioning extensions, handyman services and contractor access when required

• Follow up on quotations, appointments, invoices and service completion

• Keep track of recurring office renewals and important deadlines

• Support office parking, mobile lines and other corporate services

Purchasing & Payment Administration

• Purchase office and pantry supplies

• Collect and organise invoices and receipts

• Prepare internal payment requests

• Maintain proper records of administrative expenses

• Follow up with vendors when required

Employee Administration

• Prepare basic onboarding arrangements for new employees

• Coordinate office access cards, laptops/assets and welcome materials

• Update employee administrative records

• Assist with employee insurance enrolment and removal

• Support basic onboarding and offboarding administration

• File employment-related documents and maintain internal records

Note: This is primarily an administrative role, not a recruitment, payroll or HR advisory position.

Events & General Support

• Support team lunches, celebrations and company activities

• Coordinate vendors, gifts, decorations and event logistics

• Prepare simple internal announcements

• Assist management and the team with ad-hoc administrative matters

Process Improvement

• Maintain office SOPs and administrative trackers

• Look for ways to simplify repetitive tasks

• Use tools such as ChatGPT and other AI tools to improve efficiency

• Help improve existing administrative processes and documentation

Requirements

• Diploma, Higher Nitec or equivalent

• 0-2 years of administrative, office coordination, customer service or similar experience

• Fresh graduates are welcome to apply

• Organised and careful with details

• Comfortable handling multiple small tasks at the same time

• Good communication skills

• Basic proficiency in Microsoft Office / Google Workspace

• Comfortable learning new digital tools

• Able to work independently and follow through on tasks

• Mandarin proficiency is an advantage for communicating with some Chinese-speaking colleagues and vendors

Who We're Looking For

You may be a good fit if you:

• Like keeping things organised

• Notice when something needs to be done without always being told

• Are comfortable calling vendors and following up on requests

• Can handle practical problems calmly

• Are willing to learn unfamiliar tasks

• Prefer getting things done over unnecessary bureaucracy

• Are curious about using AI to make everyday administrative work easier

About ChronoAI

ChronoAI is a Singapore-based technology company building infrastructure and products for the AI agent economy.

We are a small and fast-moving team, so every team member is expected to take ownership of their work, learn quickly and find efficient ways to get things done.

This role is suitable for someone who wants to build strong experience in office administration and business operations within a technology company.