Administrative Executive: AI-Driven Ops & Procurement

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

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.