Office Administration & Operations Executive

About the Role

Ascend Wealth Pte. Ltd. is looking for a reliable, organised and hands-on Office Administration & Operations Executive to support the day-to-day running of our Singapore office.

This is a broad role covering office administration, finance and payment coordination, HR administration, banking and corporate administration, management support and general business operations. The successful candidate will work closely with senior management and other team members and will be an important point of coordination across the firm.

We are looking for someone who is comfortable working independently in a small professional organisation, takes ownership of tasks and is willing to assist wherever required. A candidate with stronger technology, organisational and analytical capabilities will have the opportunity to take on additional responsibilities and help improve and automate the firm's administrative and operational processes.

Key Responsibilities

Administration & Office Operations

. Manage day-to-day office administration and ensure the smooth running of general office operations.
. Handle incoming and outgoing mail, couriers, telephone and general enquiries, correspondence, documentation, filing, scanning, archiving and secure shredding/disposal of records.
. Manage office supplies, pantry, stationery, equipment and other operational requirements.
. Liaise with landlords, building management, couriers, telecommunications providers and other external service providers.
. Coordinate office maintenance, equipment, IT-related matters and service requests with external vendors follow issues through to resolution.
. Source quotations, compare service providers and coordinate purchases, renewals and service arrangements.
. Provide receptionist and visitor support when required.
. Maintain organised electronic and physical filing systems and confidential company records.
. Troubleshoot day-to-day office issues and coordinate ad hoc administrative matters as they arise.

Finance, Payments & Expense Administration

. Collect, organise and maintain invoices, bills, receipts and supporting documentation.
. Review invoices and supporting documents before submitting payments for approval.
. Prepare and process vendor and service-provider payments through e-banking for authorised approval, in accordance with the firm's approval controls.
. Coordinate monthly payroll payment processing and ensure the required approvals are obtained.
. Maintain records of invoices, payments, recurring expenses, subscriptions, professional fees and amounts due.
. Prepare and coordinate staff business expenses, medical claims and cash claims for approval.
. Monitor and record revenue and fee payments received by the company and assist with follow-up where required.
. Assist management with basic cash-flow planning and upcoming payment requirements.
. Liaise with the company's external accountants and support preparation of expense and management information when required.

HR Administration

. Maintain employee records and personnel documentation.
. Keep track of annual leave, medical leave and other staff absences and maintain the firm's master leave calendar.
. Coordinate employee expense and medical claims.
. Assist with onboarding and offboarding administration, employment documentation and other HR-related matters.
. Liaise with payroll, insurance and other external HR/service providers where required.
. Support recruitment coordination and candidate administration where required.
. Assist management with general staff-related administrative matters.

Insurance, IT & Vendor Coordination

. Coordinate annual commercial insurance renewals, obtain and compare quotations and maintain records of company insurance policies.
. Report technical issues and follow up with IT or other vendors until resolved.
. Coordinate system and user-access changes with the IT team where required.
. Assist with software licence renewals, subscriptions, user requirements and equipment inventory.
. Maintain key vendor and service-provider records and renewal schedules.

Calendar & Management Support

. Maintain the company's master calendar covering important meetings, deadlines, staff leave, renewals and recurring corporate matters.
. Assist senior management with scheduling, coordination and administrative requirements.
. Coordinate internal meetings, company events, travel and reservations where required.
. Track important administrative deadlines and follow up with relevant parties.
. Provide general administrative, operational and ad hoc support to directors and staff.
. Handle confidential information and documents with appropriate discretion.

Operations & Business Support

. Maintain administrative records and trackers relating to the company's business activities.
. Coordinate with relationship managers and other staff on administrative requirements.
. Assist in tracking revenue receipts, invoices, expenses and other management information.
. Support management on ad hoc projects and operational requirements.
. Act as a central point of coordination to ensure routine operational matters are followed through and completed.

Opportunity to Expand the Role

Depending on experience and capability, the successful candidate may progressively take responsibility for additional areas such as:

. Improving, documenting and streamlining internal administrative processes and workflows.
. Developing better digital filing, document-management and knowledge-management systems.
. Using Microsoft 365 and other technology tools to automate repetitive administrative tasks.
. Maintaining management dashboards and operational trackers.
. Preparing simple monthly management reports covering expenses, revenue receipts, cash-flow requirements, leave and other operational matters.
. Supporting management with presentations, reports and data compilation.
. Maintaining internal policies, procedures, administrative checklists and recurring deadline trackers.
. Providing administrative support for audit, compliance and regulatory documentation, without assuming substantive Compliance responsibilities.
. Exploring the practical use of AI and automation tools to improve efficiency.
. Taking ownership of selected operational projects as the role develops.

Candidate Profile

. Approximately 5+ years of relevant experience in office administration, operations, executive support or a similar role.
. Experience in financial services, professional services, family office, banking or another corporate environment would be advantageous.
. Highly organised with strong attention to detail and follow-through.
. Able to work independently, prioritise effectively and take ownership of responsibilities.
. Comfortable handling confidential and sensitive information.
. Strong interpersonal and communication skills with a practical, service-oriented approach.
. Resourceful and willing to handle both routine administrative matters and unexpected requirements.
. Comfortable working directly with senior management in a relatively small organisation.
. Good written and spoken English.

Technology Skills

The candidate should be comfortable using technology as part of their daily work, including:
. Microsoft Outlook, Word, Excel and PowerPoint.
. Microsoft Teams, OneDrive and SharePoint or similar cloud-based tools.
. Excel for maintaining trackers, basic reporting and reconciliation.
. Electronic document management, e-signature platforms and digital filing.
. Online banking/payment administration and accounting-related systems.
. Modern productivity, workflow automation and AI tools would be an advantage.

The candidate does not need to be an IT specialist, but should be technology-comfortable, willing to learn and interested in finding more efficient ways of working.

What We Are Looking For

The ideal candidate is someone who sees themselves as the person who keeps the office and its administrative processes running smoothly.

We value someone who is dependable, discreet and hands-on, but also proactive enough to identify what needs to be done without waiting for detailed instructions.

The position offers considerable scope to grow beyond traditional office administration. A capable candidate who demonstrates initiative, technology skills and good business judgement can progressively take on broader operational and management-support responsibilities.