Admin Officer / Operations Admin Officer

Blue Star Tech Pte Ltd; Singapore; On-site; SGD 30,000 - 52,000; Full time

Job summary

Blue Star Tech Pte Ltd is seeking a well-organized Admin Officer in Singapore to support daily operations and maintain orderly office administration.

The role requires proactive multitasking, strong communication, and attention to detail, with duties spanning documentation, scheduling, procurement, and HR-support tasks in a dynamic environment.

Qualifications

• Minimum administrative experience in office/operations roles.
• Excellent organizational skills and ability to handle multiple tasks.
• Proficient with Microsoft Office and Google Workspace; basic data/document management.

Responsibilities

• Provide daily administrative support and maintain filing/document systems.
• Coordinate meetings, calendars, and internal communications across teams.
• Assist in procurement, invoicing, and basic finance tasks as needed.
• Support HR onboarding, staff records, and office facilities management.

Skills

Chinese language

Organizational skills

Attention to detail

Multitasking

Communication

Proactive

Time management

Problem solving

Tools

Microsoft Office

Google Workspace

Excel

Job description

Job Scope

We are looking for a well-organized and detail-oriented Admin Officer to support daily business operations and ensure smooth office administration. This role involves a wide range of administrative and operational tasks, so the ideal candidate should be proactive, structured, responsible, and able to handle multiple matters efficiently.

Key Responsibilities

1. Daily Administrative Support: Handle day-to-day office administrative matters.Maintain proper filing, documentation, and records management.Prepare, organize, and update internal documents, forms, reports, and trackers.Assist with scheduling meetings, coordinating appointments, and managing calendars.Support internal communication and follow up on pending tasks across teams.
2. Operations Coordination: Assist in coordinating daily operational workflows.Track ongoing tasks, deadlines, submissions, and action items.Liaise with internal departments, external vendors, clients, and service providers when needed.Ensure operational matters are followed through in a timely and organized manner.Help improve administrative processes and maintain structured working systems.
3. Document and Data Management: Organize company documents, contracts, invoices, correspondence, and project files.Maintain accurate records in spreadsheets, databases, or internal systems.Support preparation of reports, summaries, presentations, and administrative materials.Ensure documents are properly named, filed, updated, and easy to retrieve.
4. Finance and Procurement Support: Assist with basic invoice tracking, payment follow-ups, purchase requests, and expense documentation.Coordinate with vendors and suppliers for quotations, orders, delivery status, and administrative matters.Support claims, reimbursement records, and simple finance-related administrative tasks.
5. HR and Office Support: Assist with onboarding arrangements, staff records, leave tracking, and other HR administrative matters.Coordinate office supplies, equipment, facilities, and general office maintenance.Support company events, meetings, training sessions, and internal activities.
6. General Support: Provide ad-hoc administrative and operational support as assigned.Assist management with coordination, follow-up, and execution of miscellaneous tasks.Maintain confidentiality and professionalism in handling company information.

Requirements

• Speaking and listening of Chinese is a must, considering most of our clients are from mainland China.
• Prior experience in administration, operations, office management, or coordination roles is preferred.
• Strong organizational skills and attention to detail.
• Able to multitask and prioritize work independently.
• Good communication and follow-up skills.
• Proficient in Microsoft Office, Google Workspace, Excel, and basic document management tools.
• Responsible, proactive, systematic, and willing to handle a broad range of tasks.
• Comfortable working in a dynamic environment with varied responsibilities.