Administrative Executive

SHIMIZU CORPORATION; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading company in Singapore is seeking a highly organized Administrative Executive to support the Deputy General Manager. The role involves managing administrative functions, coordinating with Japan-based teams, and ensuring smooth operations in a multi-cultural environment. Ideal candidates are fluent in Japanese and English, with strong organizational skills.

Qualifications

• Native-level Japanese proficiency and fluent English required.
• Experience coordinating with international teams, especially Japan-based offices.

Responsibilities

• Assist in planning and executing administrative projects.
• Monitor project timelines and track deliverables.
• Coordinate travel arrangements for business travellers.

Skills

Organizational Skills

Interpersonal Skills

Communication Skills

Education

Diploma or Degree in Business Administration

Tools

Microsoft Office

Job description

We are seeking a highly organized and detail-oriented Administrative Executive to support the Deputy General Manager (Administration) in managing administrative functions and cross-border coordination. The ideal candidate is fluent in both Japanese and English, possesses strong interpersonal and communication skills, and is capable of working independently in a dynamic, multi-cultural environment.

Key Responsibilities:

• Assist the Deputy General Manager (Admin) in planning, coordinating, and executing administrative projects and initiatives.
• Monitor project timelines, track deliverables, and follow up on outstanding action items to ensure timely completion.
• Collect, analyze, and compile data for reports, presentations, and internal documentation.
• Provide full-spectrum administrative support, including handling ad hoc tasks and assignments from the Deputy GM.
• Coordinate travel arrangements for business travellers, including flight and hotel bookings, scheduling meetings, and making dining reservations.
• Support Japan-based employees relocating to Singapore by:

1. Preparing and organizing documentation for work pass applications.
2. Assisting with internal administrative submissions.
3. Guiding employees through local living arrangements and onboarding procedures.

• Serve as a point of contact with Tokyo Headquarters, ensuring effective communication and timely responses to queries.

Requirements:

• Diploma or Degree in Business Administration, Management, or a related field.
• Native-level Japanese proficiency (spoken and written) and fluent English due to need to communicate with Japanese HQ and Singapore HQ on frequent basis.
• Strong organizational and time management skills with the ability to handle multiple priorities and meet deadlines.
• Excellent attention to detail and a high level of accuracy in work output.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Familiarity with basic accounting and administrative finance functions is a plus.
• Proven experience coordinating with multiple departments and international teams, particularly with Japan-based offices.
• Excellent interpersonal and communication skills, with a proactive and self-motivated approach.