Administrative Executive

Cultivar Asia Pte Ltd (EA License 19C9782); Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

Cultivar Asia Pte Ltd, an established engineering firm in Singapore, is seeking an Administrative Executive to support day-to-day operations, coordinate between customers, suppliers and the operations team, and streamline processes with AI tools.

The role involves handling quotations, invoices, POs, DOs, GST submissions and general admin duties while maintaining accurate records and driving productivity through technology.

Qualifications

• Minimum GCE 'O' Level, NITEC, Diploma or equivalent qualification.
• At least 2 years of administrative experience, preferably in engineering, construction, M&E or plumbing.
• Experience preparing quotations, invoices, POs and DOs.
• GST knowledge and accounting administration.
• Good working knowledge of Microsoft Office.

Responsibilities

• Oversee daily office administration and record-keeping.
• Prepare quotations, invoices, POs and DOs; handle customer enquiries.
• Coordinate with suppliers on purchases, deliveries and documentation.
• Support GST-related documentation, petty cash, and expense tracking.

Skills

Organisational skills

Communication skills

Attention to detail

Multitasking

AI tools familiarity

AI productivity

Education

Diploma or equivalent

Tools

Microsoft Office

Accounting software

Job description

Our client is an established engineering company specialising in plumbing, sanitary, jetting, maintenance and related engineering services across residential, commercial and industrial projects in Singapore.They are looking for a dependable Administrative Executive to support the day-to-day operations of the business.

About the Role

As the Administrative Executive, you will be the backbone of the office, ensuring smooth coordination between customers, suppliers and the operations team. You will oversee the company's administrative processes, prepare essential project documentation, support finance administration, and help keep daily operations organised and efficient.

This role is ideal for someone who enjoys taking ownership of their work, pays close attention to detail, and is comfortable leveraging AI and digital tools to improve productivity.

Key Responsibilities

Office Administration

• Manage daily office administrative activities.
• Handle incoming phone calls, emails and customer enquiries professionally.
• Maintain organised filing systems and company records.
• Prepare correspondence and general administrative documents.

Customer & Project Support

• Prepare and process quotations, invoices, Purchase Orders (PO) and Delivery Orders (DO).
• Coordinate with customers regarding project schedules and service appointments.
• Follow up on quotations and project documentation.
• Support the operations team with administrative coordination.

Supplier Coordination

• Liaise with suppliers on purchases, deliveries and documentation.
• Track purchase orders and supplier invoices.
• Maintain accurate procurement records.

Finance Administration

• Assist with GST-related documentation and GST submissions.
• Monitor petty cash records and office expenses.
• Support invoice reconciliation and payment tracking.
• Prepare documents required by the company's accountant.

Digital & AI Productivity

• Utilise AI tools such as ChatGPT, Microsoft Copilot or similar platforms to improve administrative efficiency.
• Draft emails, summarise documents, organise information and streamline repetitive administrative tasks using AI.
• Continuously identify opportunities to improve work processes through technology.

Requirements

We're looking for someone who has:

• Minimum GCE 'O' Level, NITEC, Diploma or equivalent qualification.
• At least 2 years of administrative experience, preferably within the engineering, construction, M&E or plumbing industry.
• Experience preparing quotations, invoices, Purchase Orders and Delivery Orders.
• Basic understanding of GST and accounting administration.
• Good working knowledge of Microsoft Office applications.
• Experience using accounting software will be an advantage.
• Strong organisational and communication skills.
• Good attention to detail with the ability to multitask.
• Positive attitude and willingness to learn new technologies, including AI tools.