Administrative Executive

GLOBAL SHIELD SOLUTIONS ASIA PTE. LTD.; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

A leading solutions provider in Singapore is looking for a skilled administrative coordinator. This role involves providing day-to-day administrative support and ensuring smooth operations for project execution. You will manage schedules, coordinate with teams and vendors, and handle basic accounting tasks. The ideal candidate should possess a diploma or equivalent, be proficient in MS Office, and be able to communicate in Mandarin to liaise with suppliers. This position demands strong organizational skills and the ability to multitask effectively.

Qualifications

• Relevant experience in administration preferred.
• Proficient in MS Office / Google Workspace (Excel/Sheets essential).
• Basic accounting knowledge and attention to detail.

Responsibilities

• Responsible for day-to-day administrative and coordination support.
• Schedule jobs, manpower, and resources; track timelines and follow up on deliverables.
• Prepare quotations, sales orders, delivery orders, invoices, and basic contracts.
• Coordinate deliveries, vendors, and internal teams to ensure on-time fulfillment.

Skills

Microsoft PowerPoint

Microsoft Office

Microsoft Excel

Data Entry

Accounting

Project Coordination

Scheduling

Education

Diploma or equivalent

Job description

Roles & Responsibilities

Role Summary: Responsible for day-to-day administrative and coordination support to ensure smooth operations, accurate documentation, and timely project execution.

Key Responsibilities

• Schedule jobs, manpower, and resources; track timelines and follow up on deliverables
• Prepare quotations, sales orders, delivery orders, invoices, and basic contracts
• Coordinate deliveries, vendors, and internal teams to ensure on-time fulfillment
• Perform simple accounting tasks: data entry, expense tracking, basic reconciliation, and support for month-end reports
• Maintain systematic filing (physical and digital) of contracts, invoices, and project documents
• Support project coordination: meeting notes, progress tracking, and status updates
• Handle general administrative duties including email correspondence and office support
• Maintain employee records: attendance, leave, paid-off claims, and medical leave usage
• Ensure accuracy, confidentiality, and compliance in all records and documentation

Requirements

• Diploma or equivalent; relevant experience in administration preferred
• Proficient in MS Office / Google Workspace (Excel/Sheets essential)
• Basic accounting knowledge and attention to detail
• Strong organization, time-management, and communication skills
• Able to multitask and work independently in a fast-paced environment
• Must be able to speak and write in mandarin as required to communicate with China Supplier.

Preferred Traits

• Proactive, reliable, and well-organized
• Comfortable coordinating across teams and vendors
• High accuracy with documents and numbers

Tell employers what skills you have

• Microsoft PowerPoint
• Microsoft Office
• Microsoft Excel
• Inventory
• Office Management
• Administration
• Data Entry
• MS Office
• Accounting
• Compliance
• Administrative Support
• Project Coordination
• Scheduling
• Able To Work Independently