Administrative Assistant (12 months contract)

Private Advertiser; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company is seeking an Office Administrator to manage daily operations, vendor coordination, and compliance tasks. The role includes overseeing procurement, facilities management, and travel arrangements. Candidates should have a Diploma in Business Administration and 2-4 years of relevant experience, along with strong organizational and communication skills.

Benefits

Compassionate leave benefits

Wellness/get-well benefits

Quarterly birthday celebrations

Qualifications

• At least 2–4 years of experience in office administration.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with integrity.

Responsibilities

• Manage daily office operations, including supplies and cleanliness.
• Coordinate vendor management and oversee office renovations.
• Handle visa processing for overseas employees.

Skills

Strong vendor management

Multitasking abilities

Organizational skills

Communication skills

Interpersonal skills

Education

Diploma in Business Administration or related discipline

Tools

Microsoft Office

Job description

Key Responsibilities:

General Office Administration

•Manage daily office operations, including pantry supplies, stationery purchase, and cleanliness.

•Oversee pantry restocking, monthly coffee capsule purchases, vending machine management.

•Coordinate cleaning services and supervise the cleaner aunty.

•Handle carpet cleaning, pest control, and facilities management.

•Organize quarterly birthday celebrations, wellness/get-well benefits, compassionate leave benefits, and newborn benefits.

•Manage room, cabinet, and pedestal key distribution (locker key management).

•Serve as fire warden and maintain the first aid box with designated First Aiders.

•Plan and support team-building events and catering for meetings or All-Hands.

Facilities and Vendor Management

•Coordinate with vendors for aircon maintenance, CCTV systems, door access readers, and badge printing.

•Oversee office renovation, lighting, renovation work, printer, and movers.

•Liaise with property management and serve as main contact point.

•Administer building access and carpark passes.

• Vending Machine vendor management, creation/cancellation of vending machine card and report of lost card or faulty card and year-end tracking of usage for management.

Lease Management

•Manage office lease contracts for SEA region.

Visa Processing

•Singapore entry visa and MOM work exemptions for overseas employees

Support & Compliance

•Handle name card and badge printing for new employees.

•Maintain and update employee cubicle tag, manager/conference room tags.

•Coordinate BizSafe renewal certification and documentation.

•Ensure compliance with Energy Market Authority (EMA) LEW endorsement requirements.

Hotel & Travel Coordination

•Oversee all inbound hotel bookings and renewals.

•Oversee all account creation of flight booking system

•Assist management in flight booking

•Advise traveller on travel policies and procedure and process flow.

Requirements:
•Diploma in Business Administration or related discipline.
•At least 2–4 years of experience in office administration, with multi-country coordination a plus.
•Strong vendor management and multitasking abilities.
•Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
•Strong organizational, communication, and interpersonal skills.
•Ability to handle confidential information with integrity and discretion.

•Contract-based role (12 months renewable)