The Administration Executive supports the union's daytoday operations by managing administrative functions, maintaining accurate records, supporting governance and compliance processes, and ensuring digital systems are effectively adopted and used. The role requires strong organisational ability, familiarity with contracts and documentation, and a proactive mindset towards digital transformation.
Key Responsibilities
Office & Administrative Operations
- Manage general office administration, including, documentation, filing, and correspondence.
- Maintain and update union records, including company profiles, management contacts, appointment records, and governance documents.
- Oversee management of MCST of the building and office, and procurement of office supplies, vendor coordination, and basic logistics support.
- Ensure proper storage and retrieval of union constitutions, resolutions, and key decisions.
- Work with IROs on internal SOPs for data handling, access rights, and administrative processes.
- Support preparation of reports.
Digital & Data Management
- Support digital adoption within the union, including using tools for communication, workflow management, and document management.
- Maintain digital filing systems, ensuring proper organisation, naming conventions, and version control. (Tracking and updates system)
- Generate dashboards or reports using digital tools to support management decisions.
Contract & Document Administration
- Track contractual documents such as vendor contracts, service agreements, tenancy documents. Draft and review basic administrative agreements.
- Maintain records of Union Form A/ B, Collective Agreements, MOUs and other related documents.
- Ensure timely reminders for contract expiries, renewals, and compliance obligations.
- Work with IROs to ensure documents meet internal governance requirements.
Membership support
- Support membership administration.
- Support union officers in events, meetings, and engagements with management or members.
- Provide administrative support for union committees, projects, membership and special initiatives.
Requirements
- Minimum Diploma in Business Management or related discipline with relevant experience in a similar role
- Proficient in Microsoft Office / Excel / PowerPoint, and comfortable with learning new digital tools or systems
- Experience in project planning and events management
- Meticulous with good administrative skills, including document tracking, record maintenance, contract management, and proficiency in using administrative tools
- Strong interpersonal, communication, and writing skills
- Strong team player and prepared to take the lead in planning/execution of projects
- Resourceful and service oriented in interactions with members; ability to write and speak in another language other than English will be advantageous
- Able to work independently with minimal supervision
