Administrative Executive

Hongkong Land Limited; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

Hongkong Land Limited is seeking an Administrative Executive to support the Building Management team in Singapore. The role handles document administration, vendor coordination, procurement support, tenant communications, record keeping, and payment processing to ensure smooth daily operations.

The ideal candidate will have at least 5 years of administrative experience in property/ facilities management, strong MS Office skills, and familiarity with property management software such as SAP,

Qualifications

• At least 5 years of administrative experience, preferably in property management or commercial buildings.
• Proficient in Microsoft Office and document control.
• Experience with property management systems is advantageous.

Responsibilities

• Provide administrative support to the Building Management team and assist with day-to-day operations.
• Manage correspondence, filing, record keeping, and document control.
• Maintain records of contracts, licences, permits, warranties, and inspections.
• Prepare reports, presentations, minutes, and management papers.
• Coordinate meetings and track follow-up actions; raise purchase requests and orders.

Skills

Microsoft Office

Record keeping

Vendor coordination

Communication skills

Multi-tasking

Attention to detail

SAP/Maximo/Yardi/MRI familiarity

Tools

SAP

Maximo

Yardi

MRI

Job description

The Administrative Executive provides administrative and operational support to the Building Management team to ensure the smooth day-to‑day operation of the property. The role is responsible for document administration, vendor coordination, procurement support, tenant correspondence, record keeping, payment processing, and general office administration.

Key Responsibilities

1. Administrative Support

• Provide administrative support to the Building Management team.
• Manage correspondence, filing, record keeping, and document control.
• Maintain accurate records of contracts, licences, permits, warranties, and statutory inspection reports.
• Prepare reports, presentations, meeting minutes, and management papers.
• Coordinate meetings and track follow-up action items.
• Raise purchase requisitions and purchase orders in accordance with company procedures.
• Track quotations, approvals, contracts, and service agreements.
• Liaise with vendors and contractors on administrative matters.
• Maintain vendor database and contract registers.
• Monitor contract expiry dates and support renewal processes.

3. Finance & Payment Administration

• Process invoices and verify supporting documents before submission for payment.
• Track operating expenditure (OPEX) and departmental expenses.
• Assist in budget preparation, reforecasting exercises, and expenditure reporting.
• Maintain records of service contracts and payment schedules.
• Follow up on outstanding invoices and supporting documentation.
• Prepare tenant notices, circulars, and communications.
• Maintain tenant contact databases and distribution lists.
• Support tenant onboarding and move‑in/move‑out administration.
• Coordinate tenant access requests, carpark applications, and operational permits.
• Track tenant complaints, feedback, and service requests.

5. Building Operations Support

• Assist the Centre Management team in coordinating maintenance and operational activities.
• Maintain records of incidents, accidents, and corrective actions.
• Support business continuity, emergency preparedness, and incident reporting administration.
• Assist in organizing audits, inspections, and compliance exercises.
• Coordinate logistics for centre events and tenant engagement programmes.

6. Documentation & Compliance

• Ensure filing systems are maintained and up to date.
• Maintain statutory and operational records required by regulatory authorities.
• Monitor licence renewal dates and compliance requirements.
• Support ISO, Green Mark, sustainability, and workplace safety documentation where applicable.

7. General Office Administration

• Manage office supplies and inventory.
• Coordinate courier services, mail handling, and document distribution.
• Maintain shared team calendars and departmental records.
• Perform other administrative duties assigned by management.

Requirements

Experience

• At least 5 years of administrative experience, preferably in:
• Property Management
• Commercial Buildings
• Facilities Management
• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Strong organisational and administrative skills.
• Attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to manage multiple tasks and deadlines.Experience with SAP, Maximo, Yardi, MRI, or similar property management systems is advantageous.
• Team player with a proactive and service-oriented attitude.

Information collected isfor this recruitment and selection only, data are protected againstunauthorized access. Applicants not hearing from us within four weeksfrom the date of advertisement may consider their applicationsunsuccessful. All documents and personal data of unsuccessfulapplicants will be destroyed once the post is filled.