Administrative Executive

Location: Jurong East, West Region, Singapore

Description of duties:

Administrative & Office Support

. Manage day-today office operations and administrative tasks

. Prepare, organize and maintain company documentation and records for projects

. Handle correspondence including emails, phone calls and client enquiries, scheduling and general office coordination.

. Maintain organized physical and digital filing systems for projects and company records.

. Manage office supplies and inventory, placing orders and coordinating maintenance where necessary.

. Assist in on boarding new employees, including workstation set up, computer allocation and orientation on company protocols and procedures.

. Perform general administrative duties and other tasks as assigned

Project & Design Team Coordination

. Support project managers and design teams with documentation and deadlines.

. Track project progress and ensure timely submission of deliverables and timely completion of necessary documentation

such as tender submissions and other project-related documentation.

. Maintain and update project documentation including drawings, specifications, approvals, and revisions

. Facilitate communication between departments to streamline workflow.

. Assist in coordinating project schedules, site visits, and client meetings

. Prepare quotations based on design project requirements and liaise with contractor, vendors and suppliers.

Finance & Bookkeeping Support

. Document and maintain accurate financial records for the finance department.

. Track payments, project expenses and vendor invoices.

. Prepare invoices and facilitating payments with the finance department

. Assist in preparing reports and data documentation required by the finance department

. Maintain proper records for purchase orders, payments, and project expenses

Record Management

. Maintain proper filing systems for contracts, payments and project-related expenses.

. Ensure compliance with company policies and confidentiality standards.

Requirements

Education/Qualifications / Experience / Others

. Professional certification / diploma / degree and relevant work experience in administration or office management.

. Prior experience in administration or executive support roles, ideally within design, architecture or luxury industries.

. Excellent verbal and written communication skills and interpersonal skills.

. Strong organizational and time-management abilities.

. Proficiency in Microsoft Office (Word, Excel, PowerPoint).

. Proactive and problem-solving mindset.

. Versatile with an ability to work independently in a fast-paced, dynamic environment.