Administrative Executive

Hua Ao; Singapore; On-site; SGD 28,000 - 40,000; Full time

Job summary

Hua Ao in Singapore is seeking an organised Admin Executive to support the day-to-day operations of our office. You will help maintain a comfortable, well-equipped workplace and assist with vendor coordination and office services.

You will report to HR and provide administrative support across the business, including basic HR and finance tasks, payroll preparation, and handling confidential information with discretion.

Qualifications

• Relevant experience in office administration or facilities coordination.
• Experience with payroll and CPF submissions in Singapore is advantageous.
• Strong organisational skills and ability to manage multiple tasks.

Responsibilities

• Manage daily office administration to keep the workplace organised and running smoothly.
• Monitor and replenish office supplies and pantry items.
• Coordinate with vendors and building management on maintenance and office matters.
• Assist with planning and executing company events and employee activities.
• Support HR and finance admin including payroll-related tasks and records.
• Provide occasional admin support to management and assist with office projects.

Skills

Organisational skills

Multitasking

Interpersonal skills

English & Mandarin communication

Job description

We are looking for an organised and proactive Admin Executive to support the day-to-day running of our Singapore office. You will help maintain a comfortable, well-equipped workplace, coordinate vendors and office services, and support company events and employee activities.

Reporting to HR, you will also provide administrative support across the business, which may include basic HR and finance administration and occasional support to management. This role suits someone who enjoys working with people, takes ownership of tasks and is comfortable handling varied responsibilities.

Key Responsibilities

Office Administration and Facilities

• Manage daily office administration to keep the workplace organised and running smoothly.
• Monitor and replenish office supplies, stationery and pantry items.
• Coordinate with vendors, service providers and building management on cleaning, maintenance, repairs and other office matters.
• Obtain quotations, coordinate purchases and follow up on deliveries and service arrangements.
• Maintain organised administrative records, vendor contacts and office documentation.
• Respond to employee requests relating to office facilities and supplies.

Company Events and Employee Activities

• Support the planning and execution of company events, team activities and employee celebrations.
• Coordinate venues, catering, vendors, logistics and event materials.
• Assist with internal communications and practical arrangements for employee activities.

HR and Finance Administration

• Support HR administration, including preparing onboarding materials, coordinating workstation readiness and maintaining employee records.
• Prepare monthly payroll, including compiling and checking salary adjustments, allowances, claims, deductions and other payroll inputs for review and approval.
• Prepare and coordinate CPF and other applicable statutory submissions and payments, ensuring accuracy and timely processing.
• Maintain payroll records and supporting documents, and assist with routine payroll queries in coordination with HR and Finance.
• Assist with collecting and organising invoices, receipts and supporting documents for Finance.
• Coordinate purchase requests, expense documentation and payment follow-ups in line with internal processes.

Management and Project Support

• Provide occasional administrative support to management, which may include scheduling meetings, coordinating calendars, booking travel and preparing expense claims.
• Assist with office projects where required.
• Undertake other administrative duties as assigned.

Requirements

• Relevant experience in office administration, facilities coordination or a similar support role.
• Prior experience preparing Singapore payroll and handling CPF submissions would be an advantage.
• Good organisational skills, attention to detail and the ability to manage multiple tasks and follow through on deadlines.
• A proactive, dependable approach and willingness to handle hands‑on office tasks.
• Good interpersonal skills and confidence in coordinating with colleagues, vendors and building management.
• Good written and spoken English and Mandarin to communicate with English- and Mandarin-speaking colleagues and vendors.
• Ability to handle confidential information professionally.
• Experience supporting company events, basic HR or finance administration, or management schedules would be an advantage.