Administrative Executive / Assistant

HEINEN & HOPMAN ENGINEERING SINGAPORE PTE. LTD.; Singapore; On-site; SGD 33,000 - 54,000; Full time

Job summary

Heinen & Hopman Engineering Singapore Pte. Ltd. is seeking a motivated administrative professional to provide comprehensive HR and office support, ensuring smooth operations and compliance with company policies and regulatory requirements.

The role covers data entry, payroll processing support, MOM work passes, procurement assistance, ISO documentation, supplier liaising, and ERP-driven admin tasks, all while maintaining filing systems and delivering reliable, timely support to the team.

Qualifications

• Professional certificate, diploma or equivalent in business studies or administration.
• Minimum 1 year of relevant work experience.
• Proficient in Microsoft Office and ERP systems.
• Strong interpersonal and communication skills.

Responsibilities

• Manage incoming phone calls and greet guests to maintain a professional office environment.
• Perform accurate data entry and maintain organized filing systems to support operational efficiency.
• Monitor and replenish office supplies to ensure uninterrupted workflow.
• Assist in procurement processes and update related data to support purchasing activities.
• Maintain and update ISO audit documentation and company policies to ensure compliance.
• Handle payroll processing, HR administration, and MOM work pass matters to support workforce management.
• Execute ad-hoc duties assigned by management to meet evolving business needs.

Skills

Interpersonal communication

Organisational skills

Time management

Education

Professional Certificate / Diploma in Business Studies / Administration

Tools

MS Office

ERP systems

Job description

Company Overview

Heinen & Hopman is a leading maritime specialist providing air conditioning, ventilation, heating, refrigeration, and mechanical ventilation systems for over 10,000 vessels worldwide. We deliver innovative, customised climate solutions using the latest energy-saving technologies.

Job Summary

Perform comprehensive administrative and HR support to ensure smooth office operations and compliance with company policies and regulatory requirements.

Responsibilities

• Manage incoming phone calls and welcome guests to maintain a professional office environment
• Perform accurate data entry and maintain organized filing systems to support operational efficiency
• Monitor and replenish office supplies to ensure uninterrupted workflow
• Assist in procurement processes and update related data to support purchasing activities
• Maintain and update ISO audit documentation and company policies to ensure compliance
• Handle payroll processing, HR administration, and MOM work pass matters to support workforce management
• Execute ad-hoc duties assigned by management to meet evolving business needs

Preferred competencies and qualifications

• Professional Certificate, Nitec, or Diploma in Business Studies, Administration, Management, or equivalent
• Minimum 1 year of relevant work experience
• Proficient in Microsoft Office and ERP systems to support administrative tasks
• Strong interpersonal and communication skills to collaborate effectively
• Meticulous and able to work independently with strong time management skills to meet deadlines