Admin Executive

HYDRO MARINE SOLUTIONS PTE. LTD.; Singapore; On-site; SGD 36,000 - 51,000; Full time

Benefits offered by this job

Training provided

Career growth opportunities

Supportive work environment

Diverse marine projects exposure

Job summary

HYDRO MARINE SOLUTIONS PTE. LTD. is seeking an Admin Operations Executive to support both administrative and operational functions at our Singapore site.

The role involves coordinating diving jobs, managing communications, and maintaining project documentation. You will assist management, handle procurement, scheduling, payroll support, and QA/HSSE documentation. A Diploma and 2 years' experience are preferred; training will be provided.

Qualifications

• Minimum Diploma in any discipline.
• At least 2 years of relevant administrative, operations, or coordination experience.
• Proficient in Google Workspace and WhatsApp Web.
• Strong verbal and written communication skills.
• Comfortable interacting with personnel at all levels of the organization.
• Excellent organizational, planning, and time management skills.
• Detail-oriented with strong accuracy in documentation and reporting.
• Ability to multitask, prioritize workloads, and meet deadlines in a fast-paced environment.
• Able to handle confidential and sensitive information with professionalism.

Responsibilities

• Work closely with Management and the Operations Team to support daily business and project operations.
• Assist in coordinating diving jobs and operational schedules to ensure timely project execution.
• Provide administrative support to management and operational personnel as required.
• Monitor office supplies and arrange purchases when necessary.
• Coordinate maintenance, repairs, and replacement of office equipment.
• Manage incoming and outgoing correspondence, including emails, phone calls, courier deliveries, and mail.
• Provide reminders and administrative support to senior management.
• Liaise with clients, suppliers, subcontractors, and vendors regarding schedules, documentation, and operational requirements.
• Facilitate effective communication between office personnel, operational staff, and clients.
• Maintain accurate and up-to-date records for all diving and marine projects.
• Prepare service reports, final diving reports, quotations, presentations, and other client-related documentation.
• Organize and maintain digital filing systems and company records.
• Update and maintain documentation within the Company's QHSE Management System.
• Assist in preparing weekly staff allowances and supporting payroll administration.
• Coordinate appointments, meetings, training courses, diving medicals, travel arrangements, and accommodation bookings for management and operational staff.
• Schedule and coordinate deliveries, inspections, and service requirements with clients and vendors.
• Support operational planning by ensuring required documentation and logistics are arranged in a timely manner.

Skills

Verbal & written communication

Organizational skills

Planning

Time management

Detail orientation

Multitasking

Independence

Interpersonal skills

Administrative experience

Education

Diploma

Tools

Google Workspace

WhatsApp Web

Job description

Admin Operations Executive (Full-Time)

Location: 1 Sunview Road, Singapore (Near Boon Lay / Pioneer MRT)
Working Hours: Monday to Friday
Industry: Marine, Commercial Diving & Underwater Services

About Us

Hydro Marine Solutions is a Singapore-based marine and commercial diving company specializing in underwater inspection, maintenance, repair, cleaning, and marine support services. We support vessel owners, ship managers, terminals, and offshore clients with reliable and professional underwater solutions. As our operations continue to grow, we are seeking a highly organized and proactive Admin Operations Executive to support both our administrative and operational functions.

Key Responsibilities

Operations & Administrative Support

• Work closely with Management and the Operations Team to support daily business and project operations.
• Assist in coordinating diving jobs and operational schedules to ensure timely project execution.
• Provide administrative support to management and operational personnel as required.
• Monitor office supplies and arrange purchases when necessary.
• Coordinate maintenance, repairs, and replacement of office equipment.

Communication & Coordination

• Manage incoming and outgoing correspondence, including emails, phone calls, courier deliveries, and mail.
• Provide reminders and administrative support to senior management.
• Liaise with clients, suppliers, subcontractors, and vendors regarding schedules, documentation, and operational requirements.
• Facilitate effective communication between office personnel, operational staff, and clients.

Documentation & Reporting

• Maintain accurate and up-to-date records for all diving and marine projects.
• Prepare service reports, final diving reports, quotations, presentations, and other client-related documentation.
• Organize and maintain digital filing systems and company records.
• Update and maintain documentation within the Company's Quality, Health, Safety and Environment (QHSE) Management System.
• Assist in preparing weekly staff allowances and supporting payroll administration.

Scheduling & Logistics

• Coordinate appointments, meetings, training courses, diving medicals, travel arrangements, and accommodation bookings for management and operational staff.
• Schedule and coordinate deliveries, inspections, and service requirements with clients and vendors.
• Support operational planning by ensuring required documentation and logistics are arranged in a timely manner.

Requirements

• Minimum Diploma in any discipline.
• At least 2 years of relevant administrative, operations, or coordination experience.
• Proficient in Google Workspace and WhatsApp Web.
• Strong verbal and written communication skills.
• Comfortable interacting with personnel at all levels of the organization.
• Excellent organizational, planning, and time management skills.
• Detail-oriented with strong accuracy in documentation and reporting.
• Ability to multitask, prioritize workloads, and meet deadlines in a fast-paced environment.
• Able to handle confidential and sensitive information with professionalism.
• Experience in the marine, shipping, offshore, engineering, or related industries will be an advantage.
• Candidates with knowledge of business administration or operations management will have an added advantage.
• Training will be provided for suitable candidates.
• Able to work independently with minimal supervision.

What We Offer

• Opportunity to work in the dynamic marine and commercial diving industry.
• Exposure to diverse marine projects and operations.
• Career growth and development opportunities.
• Supportive and collaborative work environment.
• Training and mentorship provided.