Job Description

We are seeking an organised and professional Admin & Front Desk Executive to join an established oil & gas trading company based in Singapore's CBD.

The role will provide front desk and administrative support to the Singapore office, working closely with the trading, operations, finance, and management teams. The successful candidate will play an important role in ensuring the smooth day-to-day running of a fast-paced trading office and supporting coordination with counterparties, brokers, shipping/logistics providers, vendors, and other external stakeholders.

Key Responsibilities

Manage the front desk and reception area, including welcoming counterparties, brokers, business partners, vendors, and other visitors to the trading office.
Provide day-to-day administrative support to the trading, operations, finance, and management teams.
Coordinate meeting rooms and schedules for internal and external meetings, including meetings with trading counterparties, brokers, suppliers, customers, and other business partners.
Assist traders and management with business travel arrangements, including flights, accommodation, transportation, visa documentation, and itineraries for overseas business trips and industry events.
Support the coordination of client and counterparty meetings, business lunches, conferences, and corporate events.
Assist the trading and operations teams with administrative documentation, filing, scanning, courier arrangements, and maintaining organised records where required.
Coordinate the dispatch and receipt of trading documents, contracts, shipping documents, samples, and other time-sensitive materials with couriers and logistics providers.
Maintain appropriate records and filing of administrative and commercial documentation in accordance with internal procedures.
Manage office-related Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and vendor payments, including following up on internal approvals.
Liaise with Finance and external vendors to resolve invoice, billing, and payment-related queries.
Coordinate with office vendors, building management, IT providers, couriers, and other service providers to ensure the smooth operation of the trading office.
Assist with onboarding and offboarding arrangements for new employees, including traders and operations personnel, covering access cards, workstations, equipment, and other office requirements.
Manage office supplies, stationery, pantry inventory, name cards, corporate materials, and other office requirements.
Support management with scheduling, expense administration, document preparation, and other general administrative matters.
Maintain a professional and well-organised office environment suitable for a fast-paced international oil & gas trading business.
Handle sensitive business and commercial information with a high level of discretion and confidentiality.
Provide additional administrative support to the trading business as required.

Requirements

Diploma or equivalent qualification in Business Administration, Office Management, or a related discipline.
Approximately 2-5 years of experience in administration, office management, front desk, or corporate support.
Previous experience within an oil & gas trading house, energy company, commodities trading firm, shipping company, or similar trading environment would be highly advantageous.
Good understanding of the working environment within a physical commodities or energy trading office is preferred.
Experience handling PRs, POs, invoices, vendor coordination, travel arrangements, and general office administration.
Familiarity with SAP or other ERP/procurement systems would be advantageous.
Proficient in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
Strong organisational and multitasking skills with the ability to work effectively in a fast-moving trading environment.
Professional presentation with strong interpersonal and communication skills.
Able to interact confidently and professionally with traders, senior management, counterparties, brokers, vendors, and international visitors.
High level of discretion when handling confidential or commercially sensitive information.
Proactive, dependable, detail-oriented, and able to work independently.