Admin Executive (Tai Seng/ Pasir Ris)

Surbana Consultants Pte Ltd – Kingdom of Saudi Arabia (KSA) branch; Singapore; On-site; SGD 36,000 - 52,000; Full time

Job summary

Surbana Jurong is seeking two Admin Executives to support the Tai Seng and Pasir Ris sites. The role provides administrative and operational support to ensure smooth daily office functioning and effective collaboration with internal teams and the Finance department.

The successful candidate will manage documents, invoicing, procurement, and asset tracking while maintaining an organized and efficient office environment. Strong communication and multitasking are essential.

Qualifications

• Diploma in Business/Office Administration or related field.
• Minimum 2 years of administrative or office management experience.
• Proficient with Word, Excel, PowerPoint, Outlook and OneDrive/SharePoint or similar.
• Experience with records, work orders, inventory and office assets.

Responsibilities

• Provide administrative and operational support for daily office functions.
• Coordinate liaison with project teams and Finance on invoices and payments.
• Monitor Work Orders and Service Reports submission and tracking.
• Manage OneDrive filing system and document retrieval.
• Oversee office supplies, procurement, and asset tracking.
• Coordinate meetings, logistics, attendance, onboarding/offboarding.

Skills

Communication

Time management

Organizational skills

Coordination

Education

Diploma in Business Administration

Diploma in Office Administration

Diploma in HR Management

Tools

Microsoft Office

OneDrive/SharePoint

Job description

SMM is the integrated facilities management (IFM) arm of SJ Group and we are seeking two Admin Executives for our exclusive projects - one based at Tai Seng, one for Pasir Ris site. The Admin Executive is responsible for providing administrative and operational support to ensure the smooth and efficient day-to-day functioning of the office.

Responsibilities

• Provide administrative and operational support to ensure smooth day-to-day office operations.
• Meticulous, proactive, and able to work independently as well as in a team environment.
• Required liaison with internal project teams and Finance department on invoices, billing & payment processing; Monitor Work Orders (WO) and ensure timely submission and tracking of Service Reports (SR).
• Manage and maintain the OneDrive filing system, ensuring accurate documentation and easy retrieval of records.
• Monitor office supplies and coordinate procurement and replenishment to maintain adequate inventory.
• Manage the issuance, tracking, and accountability of office equipment and assets.
• Coordinate meeting schedules, logistics, documentation, and support staff attendance, onboarding, and offboarding processes.
• Maintain a clean, organized, and efficient office environment while supporting other administrative duties as assigned.

Requirements

• Diploma in Business Administration, Office Administration, Human Resource Management, or a related discipline.
• Minimum 2 years of relevant administrative or office management experience.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Microsoft OneDrive/SharePoint or other document management systems.
• Experience in managing administrative records, work orders, inventory, and office assets.
• Strong organizational, coordination, and time management skills with the ability to multitask and meet deadlines.
• Good communication and interpersonal skills with the ability to work effectively with internal and external stakeholders.

About the Company

At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!

SJ is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future. Headquartered in Singapore, the group has a global talent pool of 16,000 in its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA, SMEC and Surbana Jurong, based in more than 120 offices in over 40 countries. They include architects, designers, planners, engineers, facilities managers and other specialists driven by progressive thinking and creative ideas to shape a better future. Its technical experts deliver sustainable solutions that cover the entire project life cycle from planning and design, through to delivery and management, as well as a full suite of multidisciplinary consultancy services across a diverse range of sectors including transportation, water, aviation, healthcare, hospitality and renewables. A global urban, infrastructure and managed services consulting firm with over 70 years of track record in successful project delivery, SJ has built more than a million homes in Singapore, created master plans in more than 60 countries and developed over 100 industrial parks globally. SJ is #23 in Engineering News-Record’s 2023 Top 225 International Design Firms, #14 in World Architecture 100 2024, and Asia Pacific FM Technology Provider of the Year 2022, awarded by International Facility Management Association.