Admin Executive

We are looking for a strong Admin Executive to take primary ownership of company administrative, HR, finance support, and office operations, with the ability to cover basic logistics and delivery coordination when required.

This role is the core administrative backbone of the company. Logistics duties are secondary and mainly required as backup coverage during logistics staff leave or peak periods.

The ideal candidate is structured, reliable, and comfortable handling confidential HR and finance matters, while also being practical enough to step into operations when needed.

Primary Responsibilities (Main Role)

1. HR & People Administration (Primary)

Post job advertisements and coordinate recruitment activities

Screen resumes, arrange interviews, and follow up with candidates

Prepare offer letters and onboarding documentation

Coordinate employee onboarding and first-day setup

Maintain employee records and HR documentation

Track staff attendance and leave

Support payroll preparation, claims verification, and salary processing

Handle CPF submissions and statutory HR administration

Manage resignation and termination documentation and offboarding

2. Finance & Invoicing Support (Primary)

Prepare and issue customer invoices

Track Accounts Receivable and follow up on overdue payments

Support purchasing administration (PO vs PI checks, approvals tracking)

Coordinate supplier payments and maintain finance records

Assist with reconciliation and finance documentation

Manage petty cash, credit card records, and expense tracking

3. Office, IT & General Administration (Primary)

Maintain organised digital and physical filing systems

Manage office supplies, pantry, and facilities coordination

Coordinate IT access, email setup, and file sharing

Support internal reporting and operational records

Handle general admin coordination and internal communication

4. Any other adhoc duties assigned within the scope of administrative duties

Secondary Responsibilities (Coverage / Backup Role)

5. Logistics & Delivery Support (Secondary)

Receive incoming goods and verify against Purchase Orders

Perform basic Quality Control (QC) checks and documentation

Pack items according to company standards

Prepare Delivery Notes (DN) and Commercial Invoice & Packing List (CIPL)

Arrange local and international deliveries

Track shipments and follow up on delivery status

Obtain signed Delivery Notes and maintain delivery records

6. Issue & Warranty Coordination (Secondary)

Assist with handling wrong, damaged, or delayed deliveries

Support exchange, replacement, and warranty cases

Document incidents and escalate when required

Requirements

2-4 years experience in admin, HR, finance support, or operations roles

Comfortable handling confidential HR and payroll information

Strong organisational skills and attention to detail

Able to work independently and manage multiple workflows

Willing to step in for operational/logistics coverage when needed

Proficient in email, document management, and spreadsheets

This Role Is Best Suited For Someone Who:

Wants a primary admin / HR / finance role in an SME

Is comfortable being the central coordination point of the company

Is dependable, structured, and process-driven

This Role Is NOT Suitable If You Are Looking For:

A pure logistics or warehouse role

A narrow, fixed-scope admin position

A sales or managerial role