Admin & Operations Executive

WDS Limited; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading administrative firm in Singapore is seeking an Office Administrator to manage daily operations, assist with HR tasks, maintain data compliance, and support finance functions. The ideal candidate has strong communication skills, experience in office management, and an understanding of local compliance regulations. This role offers a dynamic work environment with opportunities for growth.

Qualifications

• Proven experience in office administration and support.
• Familiarity with workplace health and safety protocols.
• Ability to handle confidential information securely.

Responsibilities

• Manage day-to-day office operations and ensure smooth functioning.
• Assist with onboarding and maintain staff records.
• Maintain filing systems and handle confidential information.
• Support finance in petty cash and basic bookkeeping.
• Handle incoming communications and support clients and suppliers.
• Coordinate logistics, procurement, and manage delivery timelines.
• Schedule meetings and prepare necessary materials.
• Ensure compliance with local regulations and safety protocols.
• Liaise with IT vendors and support system operations.
• Provide ad-hoc administrative support to management.

Skills

Office operations management

Communication skills

Attention to detail

Data management

Basic bookkeeping

Job description

1. Office Administration

• Manage day-to-day office operations and ensure smooth functioning.
• Maintain office supplies, pantry items, stationery, and inventory.
• Liaise with vendors for maintenance, repairs, and office service providers.
• Coordinate facility arrangements (cleaning, renovation, air-con servicing, IT support).
• Prepare purchase orders, quotations, and monitor invoices.

2. HR & Staff Support

• Assist with onboarding/offboarding arrangements.
• Maintain staff records, leave administration, and attendance tracking.
• Coordinate medical check-ups, work passes/renewals (if required).
• Support HR in training coordination and employee engagement.

3. Document & Data Management

• Maintain and update filing systems (physical & digital).
• Handle confidential information following PDPA requirements.
• Prepare reports, meeting minutes, memos, letters, and presentations.
• Maintain databases, company records, and document compliance.

4. Finance & Accounting Support

(This scope is very typical for SG Admin Executives)

• Handle petty cash, staff claims, and submission of invoices.
• Assist in basic bookkeeping, vendor payments & expense tracking.
• Coordinate with accounting department or external auditors.

5. Customer & Stakeholder Communication

• Handle incoming calls, emails, enquiries, and correspondence.
• Support clients, suppliers, contractors, and visitors.
• Schedule meetings, appointments, and manage calendars.

6. Logistics & Procurement Coordination

• Arrange courier services, mail, delivery and shipment arrangements.
• Source quotations from suppliers and compare pricing.
• Track deliveries and ensure timely supply of goods/services.

7. Event & Meeting Support

• Coordinate staff meetings, training events, and company functions.
• Prepare agendas, presentations, refreshments, attendance records.
• Book meeting rooms, venues, and arrange travel bookings.

8. Compliance, Regulations & Safety (Singapore-specific)

• Ensure workplace health and safety protocols are followed.
• Support compliance with Singapore regulations, e.g.:
  MOM (employment/work pass related)
  NEA, SFA, BCA, or sector-related authorities if applicable
  PDPA (data protection practices)
• Maintain audit records and prepare required documents.

9. IT & Systems Coordination

• Liaise with IT vendors for hardware, software and troubleshooting.
• Maintain access rights, passwords (with proper controls).
• Support ERP/CRM/data systems if required.

10. General Executive Support

• Provide administrative support to management or department heads.
• Support ad-hoc duties and company operational needs.