Admin & Operation Assistant (River valley/US MNC)

Private Advertiser; Singapore; On-site; SGD 28,000 - 39,000; Full time

Job summary

Marketing consultancy Co. in Singapore's River Valley area is seeking an Administrative & Operations Assistant to support accounts, documentation, office coordination, travel, and client/vendor communications. The role includes filing, travel arrangements, procurement, and calendar management for senior staff.

5 days work, permanent position with exposure to cross-functional teams in a small to mid-size office. Candidate should have relevant qualifications and 2–3 years' experience.

Qualifications

• ITE or equivalent in business/administration.
• 2–3 years in office administration or operations coordination.
• Experience in a small/medium professional services firm is a plus.

Responsibilities

• Assist with month-end, quarterly, and year-end accounting processes.
• Prepare and maintain supporting documents for internal, client, vendor, and management approvals.
• Maintain records of contracts, quotations, and vendor information.
• Coordinate travel, accommodations, and travel documentation.
• Support meetings, calendars, and routine correspondence.
• Coordinate with Singapore office and regional team on administrative matters.

Skills

Office coordination

Vendor management

Travel arrangements

Documentation & filing

Education

ITE, GCE A Levels, Diploma or equivalent in Business Admin/related

Job description

Accounts & Documentation

• Assist with month-end, quarterly, and year-end accounting processes.

• Prepare and maintain supporting documents for internal, client, vendor, and management approval processes.

• Maintain accurate records of contracts, quotations, approvals, vendor information, staff records, and other company documentation.

• Support routine corporate, regulatory, and compliance-related administrative requirements as directed by management.

Office Administration & Operations

• Coordinate the day-to-day administrative requirements of the Singapore office and support smooth office operations.

• Manage office supplies, subscriptions, courier and delivery services, and other office-related requirements.

• Coordinate with vendors and service providers, including travel, hotels, printing, IT, couriers, and other suppliers.

• Obtain quotations, maintain vendor information, and support procurement and related administrative documentation.

• Maintain organized electronic and physical filing systems, shared folders, templates, and administrative records.

Travel & Logistics Coordination

• Coordinate business travel arrangements, including flights, accommodation, ground transportation, itineraries, and travel documentation.

• Prepare travel briefs and related notifications and communicate relevant travel requirements or updates to staff.

• Maintain appropriate travel records and supporting documentation.

Management & Team Support

• Provide administrative support to the Managing Director, General Manager, Senior Managers, and Regional team as required.

• Coordinate meetings, appointments, calendars, meeting arrangements, and follow-up actions.

• Prepare routine correspondence, presentations, forms, reports, and other administrative materials.

• Coordinate administrative matters between the Singapore office, Southeast Asia representatives, clients and vendors.

Retail Market Checks & General Operational Support

• Conduct retail market checks and product sourcing as requested by management to support client accounts and market monitoring activities.

• Compile findings into required reports, spreadsheets, photographs, or other reporting formats, ensuring accuracy and timely completion.

• Support ad hoc administrative and operational projects, information gathering, scheduling, and coordination as required.

• Identify opportunities to improve administrative workflows, filing systems, templates, and office processes.

• Handle company, employee, client, and vendor information with appropriate confidentiality and discretion.

Requirements:

• ITE, GCE A Levels, Diploma or equivalent qualification in Business Administration, Accounting, office management, hospitality, or a related discipline.

• Preferably 2–3 years of relevant experience in office administration, operations coordination, executive support, or a similar role.

• Experience working in a small or medium-sized business, professional services firm, regional office, or multicultural environment would be advantageous.

• Experience coordinating business travel, vendors, documentation, and general office administration is preferred.

5 days work

River Valley (walking distance from Fort Canning MRT)

Marketing consultancy Co.