Admin Executive

Zenith Facility Services Pte Ltd; Singapore; On-site; SGD 31,000 - 40,000; Full time

Job summary

Zenith Facility Services Pte Ltd is hiring an Admin Executive to keep the office running and to act as the company’s in-house researcher. Nearly half the role involves researching government grants, training, and regulatory requirements, then turning findings into concise summaries for the CEO.

You will work directly with the CEO in a growing SME, requiring careful reading, clear writing, and proactive problem solving.

Qualifications

• Diploma or degree in a related field.
• Strong written English with ability to write summaries for CEO.
• 1–3 years of experience in admin or executive support.
• Demonstrated ability to navigate government portals and extract key criteria.
• Excellent organisational skills and ability to manage multiple priorities.
• Proficiency in Microsoft Office or Google Workspace.
• Meticulous, resourceful and self-directed.

Responsibilities

• Research government grants, subsidies and programs relevant to Zenith and summarise eligibility, amounts, deadlines and documents.
• Prepare and track grant applications end-to-end, including document collation and submission.
• Research training courses and certification pathways with funding details and claim processes.
• Monitor regulatory developments and flag implications for operations and costs.
• Conduct market and vendor research: pricing, options, tools evaluation.
• Support business development research: tender scanning and background on clients and agents.
• Present findings as concise, decision-ready one-page summaries with clear recommendations.
• Own office supplies, assets and vendor coordination; handle admin tasks and cost control.
• Provide admin support to the CEO (calendar, follow-ups, priority tracking).
• Maintain document control for policies, certifications and licenses; plan office events and staff engagement.

Skills

Research ability

Strong written English

Organisational skills

Office suite proficiency

Self-directed

Clear communication

Education

Diploma or Degree in Business Administration / Communications / Business Studies

Tools

Microsoft Office

Google Workspace

Job description

About the Role

Zenith Facility Services is a NEA-licensed cleaning and integrated facility management company supporting hawker centres, healthcare facilities, preschools, commercial buildings and premium residential developments across Singapore.

We are hiring an Admin Executive to keep the office running and to act as the company’s in-house researcher.

That second part is what makes this role different from a standard admin job. Close to half your week will be spent finding things out — which government grants we qualify for, which training programmes our supervisors should attend and how they are funded, what a new regulatory circular actually requires us to do, which vendor gives us the best value. You will turn what you find into short, clear summaries that the CEO can act on the same day.

This is a role for someone who is genuinely curious, reads carefully, writes clearly, and does not wait to be told twice. You will work directly with the CEO and see how a growing SME is actually built.

Key Responsibilities

1. Research & Business Support (approx. 40–50% of the role)

• Research government grants, subsidies and support schemes relevant to Zenith (e.g. Enterprise Development Grant, Productivity Solutions Grant, SkillsFuture Enterprise Credit, Career Conversion Programmes, job redesign and WSH-related funding), and summarise eligibility, quantum, deadlines and required documents.
• Prepare and track grant applications end-to-end, including document collation, submission and follow-up with agencies and appointed consultants.
• Research training courses and certification pathways — WSQ Environmental Services, bizSAFE, WSH, supervisory and leadership programmes — including provider, cost, schedule, funding support and claim process.
• Monitor regulatory and industry developments (NEA, MOM, WSH Council, Progressive Wage Model updates) and flag anything affecting our operations, licensing or costs.
• Conduct market and vendor research: pricing comparisons, supplier options, software and tools evaluation.
• Support business development research — scanning tender portals for relevant opportunities, compiling background on prospective clients and managing agents.
• Present findings as concise, decision-ready one-page summaries with a clear recommendation. We value a short, accurate memo over a long, vague one.

2. Administrative Operations

• Own office supplies, assets and vendor coordination, resolving issues without escalating every time.
• Manage calls, emails and correspondence professionally.
• Maintain accurate physical and digital filing systems and company records.
• Coordinate meetings, prepare agendas and capture accurate minutes with clear action items.
• Handle expense claims, petty cash and vendor payment coordination.
• Provide direct administrative support to the CEO, including calendar, follow-ups and priority tracking.
• Maintain document control for company policies, certifications and licence renewals, ensuring nothing lapses.
• Plan and run office events and staff engagement activities.

Requirements

Essential

• Diploma or Degree in Business Administration, Communications, Business Studies, or a related field.
• 1–3 years of experience in administrative or executive support. Strong entry-level candidates with clear research and writing ability will be considered.
• Genuinely strong written English — you will be writing summaries the CEO relies on to make decisions.
• Demonstrated research ability: comfortable navigating government portals, reading official guidelines and scheme criteria, and extracting what actually matters.
• Strong organisational skills and the ability to hold multiple priorities without dropping any.
• Proficiency in Microsoft Office or Google Workspace.
• Meticulous, resourceful and self-directed. You anticipate rather than react.