Administrative Executive

Hongkong Land (Singapore) Pte. Ltd.; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

Hongkong Land (Singapore) Pte. Ltd. is seeking an Administrative Executive to provide administrative and operational support to the Building Management team, ensuring smooth day-to-day operations of the property.

You will handle document administration, vendor coordination, procurement support, tenant correspondence, record keeping, payment processing, and general office administration. The role involves coordinating meetings, managing contracts and licences, assisting in budget and expenditure

Qualifications

• Strong organisational abilities and attention to detail.
• Ability to manage multiple filing and documentation tasks.
• Effective communication with vendors, tenants and internal teams.
• Proactive coordination of administrative workflows.

Responsibilities

• Provide administrative support to Building Management team.
• Manage correspondence, filing, record keeping, and document control.
• Maintain contracts, licences, permits, warranties, and inspection reports.
• Prepare reports, minutes, and management papers.
• Coordinate meetings and track follow-up actions.
• Raise procurement requests and manage purchase orders.
• Track quotations, contracts, and service agreements.
• Process invoices and monitor operating expenditure.
• Support tenant onboarding, notices, and communications.
• Coordinate records for incidents, audits, and compliance.

Skills

Organisational skills

Vendor coordination

Communication skills

Record keeping

Job description

Position Summary

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.

2. Procurement & Vendor Administration

• 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.

4. Tenant Administration

• 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.