Admin Executive

HG WORKS PTE. LTD.; Singapore; Presencial; SGD 60.000 - 90.000; Jornada completa

Descripción de la vacante

HG WORKS PTE. LTD. is seeking an Executive Support professional to provide high-level administrative assistance to the Director and leadership team in Singapore. The role covers calendar management, travel coordination, meeting support, and confidential issue resolution.

The ideal candidate will handle communications, document control, invoicing, and stakeholder liaison with vendors and government agencies, ensuring smooth operations across the office and project sites.

Responsabilidades

• Provide dedicated, high-level administrative support to the Director.
• Screen and manage calls and emails; escalate priorities as needed.
• Plan local and overseas business travel with detailed itineraries.
• Prepare agendas and minutes for weekly and monthly meetings.
• Track action items and follow up with departments to ensure timely completion.
• Process and verify subcontractor and supplier invoices; manage payments.
• Maintain an organized filing system for invoices, POs and records.
• Liaise with external vendors, consultants and government agencies.
• Oversee day-to-day office administration and procurement of supplies.
• Handle confidential information with discretion and resolve issues independently.

Descripción del empleo

• Executive Support & Calendar Management: Provide dedicated, high-level administrative support to the Director, including managing the calendar, proactively scheduling meetings, prioritizing workflows and anticipating needs to ensure the efficient operation of the Director’s office and leadership team.
• Communications & Correspondence: Screen and manage incoming calls, emails and correspondence; respond to or redirect enquiries as appropriate and escalation priority matters to the Director promptly.
• Travel Coordination: Plan and arrange local and overseas business travel, including flights, accommodation, ground transport and detailed itineraries.
• Meeting Coordination & Reporting: Compile and format progress reports from all Heads of Departments (HODs) for weekly project meetings; coordinate logistics and prepare agendas and materials for monthly general meetings; attend meetings to record accurate minutes.
• Action Item Tracking & Follow-Up: Track action items arising from meetings and follow up with relevant departments to ensure timely completion of critical tasks.
• Invoice & Payment Management: Process and verify subcontractor and supplier invoices for accuracy and approval; consolidate payment runs to ensure timely disbursement and maintain positive working relationships with vendors.
• Document Control & Records Management: Maintain a systematic and accurate filing system for contractor invoices, purchase orders, correspondence, meeting records and project documentation to ensure audit readiness and data integrity.
• Stakeholder Liaison: Act as a point of contact with external vendors, consultants and government agencies, coordinating administrative and regulatory matters on behalf of the Director.
• General Office Administration: Oversee day-to-day office administration, including procurement of office supplies and organization of the site office.
• Confidentiality & Independent Problem-Solving: Handle confidential and sensitive information with the highest level of discretion and integrity and resolve day-to-day issues independently.