Admin Manager

OXYGEN STUDIO DESIGNS PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading design studio in Singapore is looking for an Administrative Executive to provide comprehensive support to various departments. The role includes managing tenders, coordinating projects, and maintaining office organization. Ideal candidates will have a diploma in business or a related field, strong communication skills, and be proficient in MS Office and Adobe Acrobat. This is a full-time position offering a challenging work environment with opportunities for growth.

Qualifications

• Experience in handling administrative duties and office management tasks.
• Ability to work under pressure and prioritize multiple RFQs effectively.
• Proficient in using MS Office and other relevant software.

Responsibilities

• Report directly to the Director.
• Handle general office and administrative tasks.
• Liaise with vendors and clients regarding projects and tenders.

Skills

Attention to details

Good analytical skills

Ability to manage multiple tasks

Good interpersonal skills

Time-management skills

Proficient in MS Office

Familiar with tendering process

Education

Diploma/Advanced/Higher/Graduate Diploma in Business studies/Administration/Management, Art/Design/Creative Multimedia/Mass Communications

Tools

Adobe Acrobat

Job description

Please email your application to [e-mail]

Job Description

1. Report directly to the Director.
2. Handles general office tasks and administrative duties, such as organizing schedules, entering data, maintaining office equipment, building management/facilities, office tidiness/cleaniness.
3. Handles documents such as enquires, Quotations, DO, PO, Invoices and e-filing.
4. Coordinating, monitoring existing projects and assigning new projects for internal departments.
5. Provide general administrative support to related internal departments.
6. Data entry and record keeping.
7. Liaise with vendors and clients.
8. Vet through incoming tenders and to note down tender due date, project start and end date, tender submission instructions/requirements and mode of submission.
9. Formulate and compile customer enquiries, tenders and RFQs for the submission of bid proposals to customers. Coordinate, prepare and compile bid submission documents.
10. Ensure that tender submissions are standardized in terms of format, font, logo, etc. and in line with customer’s tender requirements.
11. Maintain records of tenders in internal reports and tender document management system.
12. Facilitate hand over of successful bids to Operations and Project teams.
13. Identify and raise and concern regarding project progress and status and keep track on the timeline.
14. Invigilate the progress of projects – Ensuring work is delivered, to be aware of projects statuses, look far and sound out any concerns regarding the project fulfilment.
15. Ad-hoc/Miscellaneous tasks assigned.

Requirements

1. Candidate must possess at least Diploma/Advanced/Higher/Graduate Diploma in Business studies/ Administration/Management, Art/Design/Creative Multimedia/ Mass Communications or equivalent.
2. Able to work under pressure and prioritizing multiple tasks (ability to manage multiple RFQs simultaneously) with strict timeline.
3. Familiar with Tendering Process and with prior experience preferred.
4. Good interpersonal, written & verbal communication skills.
5. Highly driven and independent personality.
6. Good analytical and problem-solving skills.
7. Attention to details. Ability to maintain confidentiality of company information.
8. Computer-literate, proficient in MS Office, Adobe Acrobat.
9. Good written and verbal communication skills.
10. Have knowledge of browsing through websites, platforms/portals.
11. Time-management skills and ability to multi-task and prioritize work.