Executive Admin & Operations Associate

RECRUIT EXPRESS PTE LTD; Singapore; On-site; SGD 31,000 - 40,000; Full time

Job summary

Recruit Express Pte Ltd in Singapore is seeking an organised Office Administrator to support the team with records management, document handling, and invoicing coordination across departments.

You will schedule meetings, take notes, assist with events and exhibitions, onboard new staff, and handle internal communications. Diploma required with 1–2 years of admin experience, healthcare/public sector preferred.

Qualifications

• Diploma in any discipline.
• At least 1-2 years of administrative or office support experience.

Responsibilities

• Maintain an organised and up-to-date filing system for all office documents, technical drawings, and correspondence.
• Handle incoming and outgoing documents, mail, and requests from other departments and consultants, ensuring timely distribution and follow-up.
• Raise purchase requisitions and process invoices, liaising with Finance and relevant departments to ensure timely payment and proper record-keeping.
• Track and follow up on outstanding payments with external vendors, suppliers, and contractors, ensuring all invoices and claims are processed, documented, and resolved within agreed timelines.
• Schedule and coordinate meetings, book venues, and ensure rooms are set up with the necessary equipment and materials ahead of time.
• Attend meetings as assigned to take clear and accurate notes, and distribute minutes to attendees following approval.
• Follow up on meeting action items and assist in compiling status updates for the team.
• Provide logistical support for hospital-wide events, forums, and engagement sessions organised by the team, including venue booking, setup coordination, and on-the-day support.
• Liaise with vendors for displays, exhibitions, and visual materials, coordinating delivery, installation, and removal in line with event timelines.
• Assist in preparing presentation materials, collaterals, and briefing packs for internal and external stakeholders.
• Assist with onboarding of new team members, including coordinating access, IT setup, and induction arrangements.
• Handle internal communications and correspondence, including responding to general enquiries and directing queries to the right person.
• Support the team with any other administrative or operational tasks as assigned by the supervisor or Head of Department.

Education

Diploma in any discipline

Job description

Recruit Express Pte Ltd in Singapore is seeking an organised Office Administrator to support the team with records management, document handling, and invoicing coordination across departments.

You will schedule meetings, take notes, assist with events and exhibitions, onboard new staff, and handle internal communications. Diploma required with 1–2 years of admin experience, healthcare/public sector preferred.