Administrative Support Assistant

CINTRA CONSULTANCY PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

CINTRA CONSULTANCY PTE. LTD. is seeking an Admin Executive to manage day-to-day operations, support logistics, and coordinate vendors. This role involves office organization, document management, team support, and assisting with projects. Ideal for a proactive individual keen on facilitating smooth operations in a creative environment.

Responsibilities

• Maintain a well-organised, stocked, and functioning workspace for the team.
• Handle office-related purchases, pantry inventory, and equipment servicing.
• Coordinate courier arrangements, print jobs, and logistics for shoots or events.
• Keep internal documents, invoices, and contracts well-filed and updated.
• Prepare simple documents, reports, or templates for internal use.
• Ensure timely submission and processing of claims, payments, and reimbursements.
• Maintain an updated list of vendors, freelancers, and partner contacts.
• Assist with outreach, quotation sourcing, and vendor communications.
• Track project deliverables from freelancers and ensure timely invoicing/payment.
• Assist with onboarding new hires – workspace setup, welcome kits, and access setup.
• Maintain leave records and team directories.
• Help plan and execute small-scale team activities or celebrations.
• Provide logistical support for shoot days – transport, catering, petty cash, etc.
• Ensure smooth scheduling of meeting rooms, equipment use, and internal calendars.
• Take notes during internal check-ins or ops meetings when required.
• Support the CEO / COO and team leads on special projects or admin tasks.
• Assist with basic research, data collection, or travel arrangements if needed.
• Jump in to support wherever extra hands are needed – we’re a nimble team!

Job description

About the Role:
As the Admin Executive at Cintra Consultancy, you’ll be the backbone of our day-to-day operations, ensuring our creative team runs smoothly behind the scenes. From handling vendor coordination and internal processes to supporting our team with logistics, your work will help free up brain space so we can stay focused on delivering scroll-stopping content.

Key Responsibilities:
1. Office & Operations Support

• Maintain a well-organised, stocked, and functioning workspace for the team
• Handle office-related purchases, pantry inventory, and equipment servicing
• Coordinate courier arrangements, print jobs, and logistics for shoots or events

2. Administrative & Document Control

• Keep internal documents, invoices, and contracts well-filed and updated
• Prepare simple documents, reports, or templates for internal use
• Ensure timely submission and processing of claims, payments, and reimbursements

3. Vendor & Freelance Coordination

• Maintain an updated list of vendors, freelancers, and partner contacts
• Assist with outreach, quotation sourcing, and vendor communications
• Track project deliverables from freelancers and ensure timely invoicing/payment

4. HR & Team Support

• Assist with onboarding new hires – workspace setup, welcome kits, and access setup
• Maintain leave records and team directories
• Help plan and execute small-scale team activities or celebrations

5. Project Logistics & Support

• Provide logistical support for shoot days – transport, catering, petty cash, etc.
• Ensure smooth scheduling of meeting rooms, equipment use, and internal calendars
• Take notes during internal check-ins or ops meetings when required

6. Ad-hoc Support

• Support the CEO / COO and team leads on special projects or admin tasks
• Assist with basic research, data collection, or travel arrangements if needed
• Jump in to support wherever extra hands are needed – we’re a nimble team!