Admin Executive

OMENS STUDIOS PTE. LTD.; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

OMENS STUDIOS PTE. LTD. in Singapore is seeking an Office Administrator to ensure efficient day‑to‑day operations and provide comprehensive administrative support across the organisation.

You will manage office functions, coordinate travel and events, draft vendor contracts, assist with invoice tracking, grants applications, HR/admin claims, and act as the first point of contact for staff.

Qualifications

• Strong initiative, detail oriented, and good time management.
• Strong organizing and coordinating ability.
• Good interpersonal skill with the ability to engage people at all levels.
• Work well independently or with less supervision, as well as in a team.
• Able to maintain strict confidentiality of sensitive information.

Responsibilities

• Take charge of day-to-day office management and administrative functions including office maintenance, supplies, couriers, filing, and ad-hoc tasks.
• Draft, prepare, and maintain contracts and related documentation for vendors and providers.
• Support staff events and activities, such as catering, venue booking and quotations.
• Coordinate travel arrangements including flights, accommodation, transportation, and visas.
• Assist with invoice management by tracking and filing invoices and supporting documents for Finance.
• Understand grants available and help prepare grant applications and submissions.
• Collaborate with HR on employee claims and input claims into the system.
• Serve as the first point of contact for staff needing HR/Admin assistance.
• Perform other ad-hoc tasks as assigned by the company.

Skills

Initiative

Detail orientation

Time management

Organization

Interpersonal skills

Independence

Confidentiality

Job description

Responsible for the efficient functioning of the office through a range of administrative tasks and providing comprehensive administrative support across the organisation and ensuring the smooth and effective coordination of day-to-day operations.

Scope of Work

1. Take charge of day-to-day office management and administrative functions not limited to general office maintenance, purchase of office supplies/stock, arrangement of couriers/delivery, filing/photocopying/scanning, other ad-hoc tasks as required.


2. Draft, prepare, and maintain contracts and related documentation for vendors and other providers.


3. Provide support in staff events and activities, such as catering arrangement, venues booking, quotations.


4. Provide support on travel arrangements, not limited to flight and accommodation booking, transportation arrangement, visa application.


5. Assist with invoice management by tracking, filing and coordinating invoices and/or supporting documents for Finance team.


6. Understand the different grants available, the requirements to qualify for the grants, to handle the grants application preparation and grants claim submission.


7. Work together with HR on employees claims by checking and input claims into system.


8. Being the first point of contact for any staff who needs assistance in the area of HR/Admin.


9. Other ad-hoc tasks within the role as assigned by the company.

Requirements

1. Strong initiative, detail oriented and good time management.


2. Strong organizing and coordinating ability.


3. Good interpersonal skill with the ability to engage people at all levels.


4. Work well independently or with less supervision, as well as in a team.


5. Able to maintain strict confidentiality of sensitive information.