Administrative Executive

Cultivar Asia Pte Ltd (EA License 19C9782); Singapore; On-site; SGD 35,712 - 58,032; Full time

Job summary

Cultivar Asia Pte Ltd is seeking an Administrative Executive to support day-to-day operations across office administration, finance administration and customer/project support in Singapore.

You will oversee administrative processes, prepare project documentation, handle quotations/invoices/POs/DOs and coordinate with customers, suppliers and the operations team. AI tools will be used to streamline repetitive tasks and improve productivity.

Qualifications

• Minimum GCE O Level, NITEC, Diploma or equivalent qualification.
• At least 2 years of administrative experience, preferably within the engineering, construction, M&E or plumbing industry.
• Experience preparing quotations, invoices, Purchase Orders and Delivery Orders.
• Basic understanding of GST and accounting administration.
• Good working knowledge of Microsoft Office applications.
• Experience using accounting software will be an advantage.
• Strong organisational and communication skills.
• Good attention to detail with the ability to multitask.

Responsibilities

• Manage daily office administrative activities.
• Handle incoming phone calls, emails and customer enquiries professionally.
• Maintain organised filing systems and company records.
• Prepare correspondence and general administrative documents.
• Prepare and process quotations, invoices, POs and DOs.
• Coordinate with customers regarding project schedules and service appointments.
• Follow up on quotations and project documentation.
• Support the operations team with administrative coordination.
• Liaise with suppliers on purchases, deliveries and documentation.
• Track procurement records and supplier invoices.
• Assist with GST-related documentation and GST submissions.
• Monitor petty cash records and office expenses.
• Support invoice reconciliation and payment tracking.
• Prepare documents required by the company's accountant.
• Utilise AI tools such as ChatGPT, Copilot or similar platforms to improve administrative efficiency.

Skills

Organisational skills

Communication skills

Microsoft Office

Accounting software

Education

GCE O Level / NITEC / Diploma

Tools

Microsoft Office

Accounting software

Job description

Our client is an established engineering company specialising in plumbing, sanitary, jetting, maintenance and related engineering services across residential, commercial and industrial projects in Singapore. They are looking for a dependable Administrative Executive to support the day-to-day operations of the business.

About the Role

As the Administrative Executive, you will be the backbone of the office, ensuring smooth coordination between customers, suppliers and the operations team. You will oversee the company's administrative processes, prepare essential project documentation, support finance administration, and help keep daily operations organised and efficient.

This role is ideal for someone who enjoys taking ownership of their work, pays close attention to detail, and is comfortable leveraging AI and digital tools to improve productivity.

Key Responsibilities

Office Administration

• Manage daily office administrative activities.
• Handle incoming phone calls, emails and customer enquiries professionally.
• Maintain organised filing systems and company records.
• Prepare correspondence and general administrative documents.

Customer & Project Support

• Prepare and process quotations, invoices, Purchase Orders (PO) and Delivery Orders (DO).
• Coordinate with customers regarding project schedules and service appointments.
• Follow up on quotations and project documentation.
• Support the operations team with administrative coordination.

Supplier Coordination

• Liaise with suppliers on purchases, deliveries and documentation.
• Track purchase orders and supplier invoices.
• Maintain accurate procurement records.

Finance Administration

• Assist with GST-related documentation and GST submissions.
• Monitor petty cash records and office expenses.
• Support invoice reconciliation and payment tracking.
• Prepare documents required by the company's accountant.

Digital & AI Productivity

• Utilise AI tools such as ChatGPT, Microsoft Copilot or similar platforms to improve administrative efficiency.
• Draft emails, summarise documents, organise information and streamline repetitive administrative tasks using AI.
• Continuously identify opportunities to improve work processes through technology.

Requirements

We're looking for someone who has:

• Minimum GCE 'O' Level, NITEC, Diploma or equivalent qualification.
• At least 2 years of administrative experience, preferably within the engineering, construction, M&E or plumbing industry.
• Experience preparing quotations, invoices, Purchase Orders and Delivery Orders.
• Basic understanding of GST and accounting administration.
• Good working knowledge of Microsoft Office applications.
• Experience using accounting software will be an advantage.
• Strong organisational and communication skills.
• Good attention to detail with the ability to multitask.
• Positive attitude and willingness to learn new technologies, including AI tools.