Admin Executive

Advanced Flavors & Fragrances Pte. Ltd.; Singapore; On-site; SGD 33,480 - 51,336; Full time

Job summary

Advanced Flavors & Fragrances Pte. Ltd. in Singapore is seeking an Admin Executive to act as the operational backbone of our Ubi headquarters.

This is a true all-rounder role, coordinating travel for the commercial team, managing facilities, preparing documents for visits, reconciling office expenses, and ensuring sample shipments clear courier collection on time. You will work directly with leadership and gain visibility across every function of the business from day one, taking pride in

Qualifications

• Diploma or degree in Business Administration or related discipline.
• 2–4 years of experience in office administration or similar coordination role.
• Strong organizational skills and attention to detail with the ability to manage multiple threads

Responsibilities

• Run day-to-day office administration: supplies, facilities, equipment, meeting rooms, and vendor coordination
• Manage incoming and outgoing correspondence, couriers, and shipments, including coordination with Senoko site
• Coordinate travel arrangements, visas, and itineraries for leadership and commercial teams
• Support finance administration: invoice filing, expense claims, PO tracking, liaison with accounts
• Support HR administration: interview scheduling, onboarding logistics, employee records, and leave tracking
• Prepare, format, and file corporate documents, letters, and reports to a professional standard
• Coordinate company events, customer visits, and internal meetings
• Handle ad-hoc projects and administrative support across departments as the business grows

Skills

Organizational skills

Attention to detail

Written & verbal English

Microsoft Office proficiency

Education

Diploma or degree in Business Administration

Tools

Microsoft Office

Job description

About Advanced Flavors & Fragrances

Advanced Flavors & Fragrances is a Singapore-headquartered flavour house serving food and beverage manufacturers across the Asia-Pacific region. With facilities in Singapore, Malaysia, the Philippines, and Australia, we offer full in-house creation, analytical, application, and manufacturing capabilities, developing flavours from concept through to commercial supply.

We are part of the VKA group, combining over 50 years of flavour science expertise with continued investment in people, technology, and regional expansion. Our team includes experienced flavourists, food technologists, and commercial professionals committed to technical excellence and genuine partnership with our clients.

The Role

We are hiring an Admin Executive to be the operational backbone of our Ubi headquarters. This is a true all-rounder role. On any given week you might be coordinating travel for the commercial team, managing a facilities vendor, preparing documents for a customer visit, reconciling office expenses, and making sure a sample shipment clears courier collection on time.

Our team is lean and decision cycles are short. You will work directly with leadership, see across every function of the business, and have visible impact from day one. We are looking for someone who takes genuine pride in running things well, spots problems before they become problems, and does not need a job description to tell them something is theirs to fix.

Responsibilities

• Run day-to-day office administration: supplies, facilities, equipment, meeting rooms, and vendor coordination
• Manage incoming and outgoing correspondence, couriers, and shipments, including coordination with our Senoko manufacturing site
• Coordinate travel arrangements, visas, and itineraries for the leadership and commercial teams
• Support finance administration: invoice filing, expense claims, purchase order tracking, and liaison with our accounts function
• Support HR administration: interview scheduling, onboarding logistics, employee records, and leave tracking
• Prepare, format, and file corporate documents, letters, and reports to a professional standard
• Coordinate company events, customer visits, and internal meetings
• Handle ad-hoc projects and administrative support across departments as the business grows

Requirements

• Diploma or degree in Business Administration or a related discipline
• 2 to 4 years of experience in office administration, operations support, or a similar coordination role
• Strong organizational skills and attention to detail, with the ability to manage multiple threads at once
• Effective written and verbal communication skills in English, as the role prepares business correspondence and liaises with regional partners and vendors
• Proficient in Microsoft Office (Word, Excel, PowerPoint); comfort picking up new software quickly
• Resourceful, discreet, and reliable, with a service mindset toward the internal team

Location: 82 Ubi Avenue 4, Edward Boustead Centre, #07-01/02, Singapore 408832

We regret that only shortlisted candidates will be notified. Advanced Flavors & Fragrances is committed to fair and merit-based employment practices.