Administrative Executive

DP ARCHITECTS PTE LTD.; Singapore; On-site; SGD 33,000 - 58,000; Full time

Job summary

DP ARCHITECTS PTE LTD is seeking a proactive executive assistant to provide full secretarial support to the Director(s) and team. This role includes travel coordination, schedule management, and comprehensive administration, including onboarding, leave management, and filing.

You will prepare pre-qualification documents, handle project administration with contracts, fees, and payments, and collaborate with Finance on invoicing and forecasting.

Qualifications

• Minimum Diploma in Business Administration or equivalent.
• Strong adaptability to shifting priorities in a fast-paced environment.
• Excellent organisational and problem-solving skills.
• Minimum 3 years of experience in a relevant field.
• Good command of spoken and written English.

Responsibilities

• Provide full spectrum of secretarial support to Director(s) and team.
• Coordinate business travel, visas, schedules, insurance, and reimbursements.
• Handle administration including supplies, expenses, onboarding/offboarding, leave, access, and meetings.
• Prepare documents for submission of pre-qualification.
• Manage project administration, contracts, consultants, fees, payments, milestones, and documentation.
• Oversee project financial processes from submissions to invoicing and forecasting with Finance.
• Collaborate with Human Capital Management for admin matters.
• Maintain documentation, reports, and records in compliance with office standards.
• Oversee leave, claims, timesheets, ICT requests, and maintain workspace.
• Assist with any other ad hoc duties as assigned.

Skills

Adaptability

Organisational skills

English communications

Education

Diploma in Business Administration or equivalent

Job description

Responsibilities

• Provide full spectrum of secretarial support to Director(s) and his/her team;


• Coordinate business travel for directors and team members, covering bookings, visas, schedules, travel insurance, materials, and post-trip claims and reimbursements;


• Handle full spectrum of administration including supplies, expenses, claims, travel arrangements, meetings coordination, onboarding/ offboarding, leave management, access, resources, update status of project, etc;


• Prepare documents for submission of pre-qualification;


• Manage overall project administration, including setup, contracts, consultants, fees, payments, access, milestones, and documentation;


• Handle project financial processes, from submissions and proposals to invoicing, payment follow-ups, and monthly income and fee forecasting with Finance and project teams;


• Work with Human Capital Management department for incoming and outgoing administration for team members;


• Maintain proper documentation, reports, and records, ensuring all files comply with office standards;


• Oversee leave, claims, timesheets, ICT requests, and maintain a clean and organized workspace;


• Any other ad hoc duties as assigned.

Requirements

• Minimum Diploma in Business Administration or equivalent;


• Strong adaptability and ability to manage shifting priorities in a fast-paced environment;


• Excellent organisational and problem-solving skills;


• Minimum 3 years of experience in relevant field;


• Good command of spoken and written in English