Administrative Executive

KEXIM GLOBAL (SINGAPORE) LTD.; Singapore; On-site; SGD 33,000 - 58,000; Full time

Job summary

KEXIM GLOBAL (SINGAPORE) LTD. is seeking an Administrative Executive to support day-to-day office operations, including front desk, admin, facilities, and HR support functions in Singapore.

The role requires strong organizational skills, good communication, and the ability to manage multiple priorities with discretion.

Qualifications

• Strong organizational and multitasking abilities in a fast paced office.
• Excellent communication and interpersonal skills with clients and colleagues.
• Proactive attitude with willingness to learn and adapt.
• Ability to prioritize tasks and manage multiple responsibilities.
• Experience in administrative, front desk or office coordination is advantageous.
• Detail-oriented with discreet handling of confidential information.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and general office software.

Responsibilities

• Greet visitors and assist clients and staff at the front desk in a professional manner.
• Maintain a neat and welcoming reception area and handle calls, emails, and inquiries.
• Coordinate meeting room bookings and organize daily office operations.
• Procure office supplies and monitor stock levels and vendor relationships.
• Process expense claims and support basic accounting/finance tasks as needed.

Skills

Organization

Multitasking

Communication

Interpersonal skills

Education

Diploma or Degree in Business Administration

Tools

Microsoft Office

Job description

We are seeking a proactive, organized, and service-oriented Administrative Executive to support the smooth day-to-day operations of the office. This role is responsible for front desk operations, office administration, facilities coordination, vendor management, finance-related administrative support and HR support functions.

Key Responsibilities

Reception & Front Desk Management

• Welcome and assist clients, visitors, and employees in a professional manner.
• Manage the reception area to ensure a neat, organized, and welcoming environment.
• Handle incoming calls, emails, and general enquiries.
• Manage incoming and outgoing mail, courier services, deliveries, and packages.

Office Administration & Facilities Management

• Provide administrative support for daily office operations.
• Maintain and organize office records, documents, filing systems, and administrative databases.
• Coordinate meeting room bookings and support meeting arrangements.
• Handle procurement of office supplies, pantry items, and other operational requirements.
• Monitor office inventory and ensure adequate stock levels.
• Coordinate office maintenance, repairs, and servicing with external vendors and contractors.
• Oversee the upkeep of office facilities, equipment, pantry, and common areas.

Vendor & Procurement Management

• Manage vendor relationships for office supplies, maintenance services, and operational requirements.
• Coordinate sourcing, purchasing, and delivery of office-related supplies and services.
• Ensure timely renewal of office memberships, subscriptions, and service agreements where applicable.

Finance & Administrative Support

• Assist in preparing and processing expense claims and supporting documents.
• Support reconciliation and payment processing for corporate credit cards and memberships.
• Maintain records of office expenses and budget tracking.
• Assist with simple accounting and finance-related administrative tasks when required.Prepare reports, proposals, memos, presentations, and other administrative documentation as needed.

Corporate & Ad-Hoc Support

• Coordinate travel arrangements, flight bookings, and hotel reservations when required.
• Support onboarding logistics for new employees, including workstation setup, office supplies, building access, and related arrangements.
• Assist in organizing employee engagement activities, company events / meetings and team initiatives.
• Provide administrative support for ad-hoc projects and initiatives.
• Perform any other duties assigned by internal stakeholders.

Requirements

• Diploma or Degree in Business Administration or a related discipline.
• Prior experience in administration, office management and reception is an advantage but not required.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills with attention to detail.
• Good communication and interpersonal skills.
• Positive attitude, willingness to learn, and ability to work independently.
• Ability to manage multiple priorities in a fast-paced environment.
• Able to handle sensitive and confidential information with discretion.