Administrative Executive (1 Year Contract )

CARRIER TRANSICOLD PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

CARRIER TRANSICOLD PTE. LTD. seeks an experienced Administrative Executive to support day-to-day operations, including reception, transport, cafeteria, pantry, and procurement.

You will coordinate vendors, manage Ariba-based purchasing, and supervise the front desk team to ensure service excellence across internal stakeholders and external providers. Ideal candidates will have 8-10 years in office/facilities administration, with a strong emphasis on procurement, vendor management, and reporting.

Qualifications

• Minimum 8-10 years of relevant experience in office or facilities administration.
• Experience in vendor management, service contract administration, and procurement processes.
• Experience with SAP Ariba or similar procurement systems is preferred.
• Experience supervising support staff or service personnel is advantageous.
• GCE A Level or a Diploma in Business/Office Management or related field.

Responsibilities

• Oversee daily administrative operations including reception, transport, cafeteria, pantry, and office procurement.
• Coordinate vendors and service providers to ensure quality and compliance with contracts.
• Manage Ariba-based procurement: PRs, POs, tracking, and documentation.
• Validate monthly attendance for contract staff and resolve discrepancies.
• Consolidate monthly admin reports and maintain records and filing systems.
• Supervise the Receptionist and support front‑office operations.
• Identify opportunities to improve administrative processes and efficiency.

Skills

Vendor management

Staff supervision

Process improvement

Documentation

Education

GCE A Level or higher diploma

Diploma in Office Management

Tools

SAP Ariba

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

Job description

The Administrative Executive is responsible for supporting and managing the day-to-day administrative operations of the company to ensure a smooth, efficient, and professional working environment. The role encompasses the administration of reception services, transportation services, cafeteria and catering services, pantry supplies, office furniture procurement and maintenance, procurement administration through Ariba, contract staff attendance validation, and preparation of administrative reports.

The incumbent will supervise the Receptionist and work closely with internal stakeholders and external service providers to ensure all administrative services are delivered effectively and efficiently.

Key Responsibilities

Administrative Services Management

• Manage and coordinate daily administrative operations, including: Reception Services, Employee Bus Transportation Services, Cafeteria and Food Catering Services, Pantry Supplies Management, Office Furniture Procurement and Maintenance, General office administrative functions.
• Liaise with vendors, contractors, and service providers to ensure service quality and compliance with contractual requirements.
• Monitor service performance and promptly address operational issues and employee feedback.
• Ensure administrative facilities and services are maintained in a safe, clean, and professional condition.

Procurement Administration (Ariba)

• Administer procurement activities for all administrative service-related requirements through the Ariba system.
• Prepare and submit Purchase Requisitions (PRs) for approval.
• Generate and issue Purchase Orders (POs) in accordance with company procurement policies and procedures.
• Track procurement status and coordinate with suppliers to ensure timely delivery of goods and services.
• Maintain accurate procurement records and documentation for audit and compliance purposes.

Contract Staff Administration

• Perform monthly attendance validation for contract staff.
• Review, verify, and reconcile attendance records to ensure accuracy and timely submission.
• Coordinate with contractors and relevant stakeholders to resolve attendance discrepancies.
• Ensure all validation activities are completed within established timelines.

Reporting and Documentation

• Consolidate, analyze, and prepare monthly administrative reports covering all administrative services.
• Maintain accurate administrative records, databases, and filing systems.
• Generate reports and presentations as required by management.
• Support budgeting and expense tracking related to administrative services.

Team Supervision and Support

• Supervise and manage the Receptionist to ensure efficient front-office operations.
• Provide guidance, training, and support to ensure service excellence.
• Monitor work performance and ensure assigned administrative duties are carried out effectively.

Continuous Improvement

• Identify opportunities to improve administrative processes and operational efficiency.
• Participate in administrative projects and initiatives as assigned by the Administration Manager.
• Support the implementation of company policies and administrative best practices.

Education

• Minimum GCE "A" Level qualification and above; or
• Relevant Diploma, vocational certification, or equivalent qualification in Business Administration, Office Management, or related disciplines.

Experience

• Minimum 8-10 years of relevant experience in office administration, facilities administration, or administrative management.
• Experience in vendor management, service contract administration, and procurement processes.
• Experience with SAP Ariba or similar procurement systems is preferred.
• Experience supervising support staff or service personnel will be an advantage.

Technical Competencies

Proficient in:

• Microsoft Office (Word, Excel, PowerPoint)
• Microsoft Outlook
• Microsoft Teams
• Other business productivity and communication tools
• Strong computer literacy and ability to manage administrative databases and reporting.