Admin & Accounts Associate

TRISTAR INVESTMENT MANAGEMENT PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A financial services firm in Singapore is looking for an experienced Executive Assistant to handle administrative support and office management. This role requires a minimum of 5 years in a similar position, with a strong emphasis on proactivity, organization, and confidentiality. You'll coordinate meeting logistics, manage vendor relationships, and support senior management while maintaining a professional presence. Excellent knowledge of Microsoft Office is essential.

Qualifications

• Minimum 5 years proven experience in an administrative support/accounting role.
• Ability to handle confidential information with professionalism and discretion.
• Shows genuine ambition and motivation in delivering exceptional results.

Responsibilities

• Oversee day-to-day office operations to maintain a safe and productive work environment.
• Provide high-level administrative and executive assistance to Senior Management.
• Manage vendor relationships and negotiate contracts to ensure service quality.
• Facilitate onboarding and offboarding processes for staff.
• Support special projects and identify process improvements for operational efficiency.

Skills

Proactive & Self-Starter

Organized & Detail-Oriented

Composed Under Urgent Demands

High Integrity & Credibility

Professional Presence

Tools

Microsoft Office Suite

Job description

Office & Facilities Management

• Oversee day-to-day office operations to maintain a safe, clean, and productive work environment.
• Manage office supplies, equipment, repairs, and general upkeep.
• Act as liaison with landlords, building management, and external vendors for all office-related services.
• Coordinate meeting logistics, room bookings, and company events.
• Ensure compliance with workplace safety, statutory, and regulatory requirements.
• Maintain accurate records of business licenses, permits, and compliance documentation.

Executive & Administrative Support

• Provide high-level administrative and executive assistance to Senior Management and family members with utmost discretion.
• Manage complex calendars, appointments, meetings, and engagements to ensure optimal time management and preparation.
• Organize and prepare materials for meetings, track action items, and follow up as needed.
• Handle confidential documents and communications with professionalism and sensitivity.
• Provide administrative and IT support to the Corporate Services Manager and assume responsibilities during absence.

Property & Lifestyle Management

• Oversee and manage residential properties in Singapore, ensuring smooth operations and maintenance.
• Execute lifestyle arrangements for family members, including bespoke travel planning and accommodation bookings.
• Handle expense processing, manage payables, and ensure compliance with statutory obligations on behalf of family members.

Vendor & Budget Oversight

• Manage vendor relationships, including IT support, cleaning, courier, and pantry services.
• Negotiate and review vendor contracts to ensure service quality and cost-effectiveness.
• Monitor and manage office budgets, procurement, and service-related expenses.
• Process invoices and liaise with the Finance team to ensure timely vendor payments.

Human Resources & Team Engagement

• Facilitate onboarding and offboarding processes, including workspace setup, orientation, and clearance.
• Organize staff engagement initiatives and employee welfare programs.
• Collaborate with other administrative and professional staff to ensure seamless office operations.

Strategic Projects & Process Improvement

• Support special projects and initiatives by conducting research, gathering data, and coordinating tasks as assigned.
• Proactively identify and drive process improvements to optimize workflows and enhance operational efficiency.
• Champion initiatives that embed and reinforce corporate values in alignment with the organization’s strategic vision.

General & Ad-Hoc Support

• Serve as the central administrative point of contact for internal departments and external stakeholders.
• Support the flow of communication and coordination of organizational announcements and updates.
• Perform other administrative tasks and ad-hoc duties as required.

REQUIREMENTS:

• Minimum 5 years proven experience in an administrative support / accounting role.
• Proactive & Self-Starter: Anticipates needs and takes initiative without constant supervision.
• Career-Driven with a Desire to Succeed: Shows genuine ambition, motivation, and pride in delivering exceptional results while building a successful professional path.
• High Accountability: Takes ownership of outcomes and follows through meticulously.
• Composed Under Urgent Demands: Maintains calm, clarity, and sound judgement when managing time-sensitive or rapidly evolving situations.
• Professional Presence: Well-groomed, articulate, and poised in demeanour.
• Organized & Detail-Oriented: Excellent at prioritizing and multi-tasking.
• High Integrity & Credibility: Handles sensitive matters with absolute discretion and professionalism, consistently earning trust and respect.
• Flexible & Adaptable: Able to adjust to changing schedules, last-minute requests, and evolving priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management tools.
• Ability to handle confidential information with professionalism and discretion.