Administrative Assistant

WENET SGP PRIVATE LIMITED; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A leading administrative support provider in Singapore is looking for an Administrative Assistant to handle day-to-day tasks. The role includes sourcing, negotiating, and coordinating administrative needs for various stakeholders. Ideal candidates will have 1–3 years of experience, proficiency in English and Chinese, and be comfortable using Microsoft and Google tools. Immediate availability is an advantage.

Qualifications

• 1–3 years in administration/operations experience; purchasing exposure preferred.
• Comfortable with Microsoft/Google tools to build comparison tables.
• Clear written/spoken English & Chinese communication.

Responsibilities

• Provide responsive administrative support to CEOT and related entities.
• Search, shortlist, and compare suitable products/services for various needs.
• Raise/track requests, approvals, POs, and receipts in the internal system.

Skills

Administrative support

Sourcing and negotiating

Bilingual communication

Microsoft/Google tools

Vendor coordination

Education

Diploma or above

Job description

Overview

Reporting to the Executive Administration Office (EAO), the Administrative Assistant provides reliable day-to-day administrative support to the Household, CEOT, and related entities (e.g., EAO/HO). A key part of the role is quickly finding and securing the right items (general administrative purchasing)—using basic sourcing, comparing, and negotiating—to meet operational needs on time and within budget. This is not a specialist procurement role; speed, accuracy, and service are paramount. The position is high-trust and requires discretion and bilingual communication.

Key Responsibilities

Administrative & Coordination

• Provide responsive admin support to CEOT/Household/EAO: schedule vendor visits, book services, prepare simple forms/templates, and maintain basic trackers.
• Keep renewal/maintenance calendars up to date (warranties, service contracts, insurances, registrations).

Sourcing & Purchasing

• Search, shortlist, and quickly compare suitable products/services for household, office, hospitality, education, wellness, etc.
• Obtain quotations, perform straightforward cost comparisons, and recommend options; place approved orders and track deliveries to completion.
• Maintain a simple preferred supplier/contact list and basic rate cards; assist with light vendor onboarding information where needed.
• Accompany CEOT or delegate for key purchases when required.

Finance & Records

• Raise/track requests, approvals, POs, and receipts in the internal system; verify invoices and delivery notes; liaise with Finance/AP on payments.
• Petty cash administration (no cash handling): collect/file receipts and supporting documents; prepare a month-end summary pack.
• Maintain simple asset and inventory trackers (tagging, warranties, par levels, reorder points).
• Keep documentation neat and audit-ready in line with policies and approval limits.

Facilities & Fleet Support

• Coordinate preventive/corrective maintenance for assets (appliances, copiers, furniture), arrange site access, and supervise vendors as needed.
• Support fleet administration: registration/insurance/road-tax and inspection reminders, service bookings, fuel/parking cards, logbooks, spare keys, and document custody.
• Keep basic HSE practices in check (contractor sign-ins, incident awareness) and support simple insurance claims for property/asset incidents.

People, Travel & Events Support

• Prepare simple forms/contracts (e.g., driver hiring, car rental, helper checks); assist onboarding/offboarding checklists and file custody.
• Coordinate small household events (vendor quotes, supplies, setup).
• Draft/translate simple templates in English/Chinese as needed.

Continuous Improvement

• Maintain SOPs, checklists, and templates; suggest pragmatic process and cost improvements.

Skills & Qualifications

• Experience: 1–3 years in administration/operations; some purchasing exposure (general administrative purchasing) is preferred. Household/family office, hospitality, or facilities coordination is a plus.
• Education: Diploma or above preferred.
• Technical: Comfortable with Microsoft/Google tools; able to build clear comparison tables and trackers.
• Purchasing Basics: Practical sourcing, quotation comparison, simple negotiation, and order tracking.
• Finance & Records: Invoice/PO matching, receipt collation, petty cash reconciliation, simple asset/inventory tracking.
• Coordination: Vendor scheduling and follow-through; ability to juggle multiple requests and meet timelines.
• Communication: Clear written/spoken English & Chinese for vendors and household staff.
• Discretion & Service: High integrity, confidentiality, and a “get-it-done” mindset; immediate availability is an advantage.