Admin Executive (Support for HR Department)

TOTAL EBIZ SOLUTIONS PTE. LTD.; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A leading IT services company in Singapore seeks an experienced Office Administrator to oversee office operations, support HR functions, and ensure a smooth work environment. The ideal candidate will have 5-7 years in administration, strong Microsoft 365 skills, and excellent interpersonal abilities. Responsibilities include managing office logistics, maintaining records, and assisting with company events.

Qualifications

• 5-7 years’ office administration/operations experience.
• Strong Microsoft 365 skills.
• Excellent interpersonal skills.

Responsibilities

• Lead day-to-day office administration tasks.
• Manage inventory for pantry and stationery.
• Coordinate onboarding logistics.

Skills

Office administration

Microsoft 365 skills

Interpersonal skills

Vendor management

Problem-solving

Job description

Role Summary

Own office administration, facilities coordination, inventory control, and event operations to deliver an efficient, employee-centric work environment. Provide structured administrative support to HR for records, onboarding logistics, and policy communications.

Key Responsibilities

• Lead day-to-day office administration: reception coverage coordination, mail/courier handling, meeting room scheduling, vendor liaison, and facilities requests.
• Manage inventory for pantry and stationery: forecast, procure, receive, and reconcile; maintain asset and issuance logs (incl. new-hire stationery kits).
• Coordinate onboarding logistics (welcome packs, access cards, seating allocation) and collect documents during offboarding.
• Maintain and file administrative records; support HR with data collation for HRMS updates and attendance tracking.
• Support company events and employee engagement activities (venue/vendor sourcing, POs, logistics, on-site setup).
• Assist with training/event scheduling and attendance lists; handle travel/hotel/admin bookings when required.
• Prepare standard letters and templates as guided (e.g., employment certification) and ensure consistent formatting.
• Monitor office compliance (HSE/house rules) and coordinate minor repairs/maintenance with building management/vendors.
• Raise purchase orders, verify invoices against deliveries/services, and track admin budget lines.
• Any other ad-hoc administrative duties as assigned.

Requirements

• 5–7 years’ office administration/operations experience; prior exposure supporting HR teams is a plus.
• Strong Microsoft 365 skills; comfortable with document control and simple trackers.
• Meticulous, dependable, and discrete; able to prioritize and meet deadlines independently.
• Excellent interpersonal and vendor management skills; proactive problem-solver.
• Familiarity with PDPA basics and good record-keeping practices.