Administrative Executive

PRISM AI STUDIO PTE. LTD.; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

PRISM AI STUDIO PTE. LTD. is seeking an Administrative Executive to support the Technology and Innovation team. You will coordinate schedules, manage documentation, and liaise with leadership, technical staff, and external partners.

You'll handle procurement, vendor relations, project support, and basic finance reporting in a fast-paced environment, ensuring records stay up to code and operations run smoothly.

Qualifications

• Diploma or equivalent in Business Administration or related field.
• 1–2 years in administrative, procurement, or coordination role.
• Strong organizational and communication skills.
• Experience with Microsoft Teams or HRMS is a plus.

Responsibilities

• Coordinate meetings and manage schedules for leadership and project squads.
• Handle end-to-end procurement including quotes, POs, and invoices.
• Support tech projects with scheduling, documentation, and progress tracking.
• Assist in basic finance reporting and audit preparation.

Skills

Organizational skills

Communication

Multitasking

Adaptability

Education

Diploma in Business Administration

Tools

Microsoft Office

Microsoft Teams

HRMS

Job description

Operations & Tech-Support Executive

The Mission

We are seeking a sharp, detail-oriented Administrative Executive to serve as the operational backbone of our Technology and Innovation team. You will be the vital link connecting our management, technical experts, and external partners. If you thrive in a high-energy environment and enjoy keeping complex projects moving, we want to meet you.

Key Responsibilities

Office Coordination & Admin

• Provide high-level administrative and operational support to our leadership and project squads.
• Master the schedule by coordinating meetings, appointments, and tracking essential follow-up actions.
• Maintain a highly organized system for digital and physical filing, documentation, and records.
• Experience and familiarity with Singapore government grants and funding schemes is an advantage.

Procurement & Vendor Relations

• Handle the end-to-end procurement process, including quotations, purchase orders, and invoices.
• Act as the primary point of contact for suppliers to manage order status, deliveries, and paperwork.
• Track deliveries and coordinate inventory to ensure the team always has the tools they need.

Project Success Support

• Support the execution of tech projects through diligent scheduling, documentation, and progress tracking.
• Liaise between internal teams, customers, and vendors to ensure project deliverables are met on time.
• Maintain project documentation and compliance records to ensure everything stays "up to code".

Finance & Compliance Reporting

• Support the team with operational reporting and basic financial documentation.
• Assist in audit preparation and maintain organized records for internal tracking.

What You Bring to the Team

• Education: A Diploma or equivalent in Business Administration or a related field.
• Experience: Ideally 1–2 years in an administrative, procurement, or coordination role.
• Soft Skills: Excellent organizational, communication, and multitasking abilities.
• Adaptability: You are comfortable working in a fast-paced, dynamic environment alongside technical experts.
• Software: Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Bonus Points: Experience with Microsoft Teams or HRMS systems is a major plus.