Executive – Administration

Singapore Indian Development Association (SINDA); Singapore; On-site; SGD 35,000 - 50,000; Full time

Job summary

A community development organization in Singapore is seeking an Administration Executive to support its administrative and logistics needs. The role involves managing office supplies, vendor contracts, and facilities for events. Candidates should possess a Diploma/Degree in relevant fields and strong communication skills. Flexibility for evening and weekend work is required. Competitive benefits include flexible hours and bonuses.

Benefits

Flexible working hours

AWS/ Bonuses

Wellness programmes

Qualifications

• Diploma/Degree in a relevant field.
• Ability to perform basic data analysis using Excel/Power BI.
• Strong written and oral communication skills.
• Knowledge of Events Management is a plus.
• Willingness to work on evenings and weekends.

Responsibilities

• Support logistics for onboarding and offboarding staff.
• Manage office supplies and inventories.
• Coordinate facilities for meetings and events.
• Aggregate demand and source vendors for products.
• Monitor and analyze vendor contract budgets.

Skills

Data analysis using Microsoft Excel/Power BI

Written and oral communication skills

Multitasking

Knowledge of Events Management

Education

Diploma/Degree in Management, Business Administration, Events Management, or related field

Job description

SINDA seeks a dynamic Administration Executive to support the organization’s administrative and logistics needs for its smooth operations. This includes sourcing and procuring goods and services required to fulfil administrative and logistics functions.

Job Responsibilities

Administration & Logistics

• Support the setups and clearance of logistics for on and off boarding of new joiners & leavers.
• Manage the office telephone system.
• Manage the loaning of logistics items for programs, events, meetings & office use.
• Manage incoming and outgoing mail for SINDA.
• Manage office supplies and pantry supplies stock and issue to user division when required.
• Control the office keypress including loaning of office keys.
• Provide administrative support for corporate meetings & events (i.e. EXCO/BOT/AGM etc.).
• Provide administration support in emergencies such as Haze situation, flu, pandemics, etc.
• Manage assets & inventories.
• Provide logistics support for SINDA-wide events based on assignment.

Finance & Procurement

• Maintain up-to-date budget trackers and contract trackers.
• Aggregate demand for goods and services.
• Source vendors for products and services.
• Collate and assess the billings of vendors for admin related services to ensure they are in accordance with the services and contract price.
• Monitor contracts under Admin’s purview.
• Analyse and review the budget consumed by vendors.
• Support in procurement activities (Small Value Purchases and Quotation exercises).

Facility Management

• Coordinate set up of facilities for meetings, events and programs.
• Support building and facilities management activities.
• Administer facility bookings by external organizations.
• Manage fault reports and ensure relevant vendors rectify the issues in a timely manner.

Others

• Identify and establish administrative and functional activities SOPs of administration department.
• Participate in divisional and SINDA-wide events when required.
• Be involved in the SINDA building move planning as required.
• Any other duties as assigned by the Reporting Officer and Head of Department.

Requirements

• Diploma/Degree in Management, Business Administration, Events Management, or other related field.
• Ability to perform basic data analysis using Microsoft Excel/Power BI would be an added advantage.
• Strong written and oral communication skills and the ability to multitask and is meticulous.
• Knowledge of Events Management will be an advantage.
• Willingness to work on weekday evenings, weekends and in outdoor settings, when required (will be compensated with time off/ Off-in-Lieu).
• Able to participate in SINDA-wide events, when required (will be compensated with time off/Off-in-Lieu).

Our Welfare

We aim to take care of your well‑being.

We provide:

• Flexible working hours.
• AWS/ Bonuses.
• Wellness programmes.

Interested candidates are invited to send their resumes with current and expected salary information.

Only shortlisted candidates will be notified. We thank all applicants for their interest.

Please note that your response to this advertisement and communications with us pursuant to this advertisement will constitute informed consent to the collection, use and/or disclosure of personal data by SINDA to carry out its business in compliance with the relevant provisions of the Personal Data Protection Act 2012. To learn more about SINDA’s Data Policy, please visit https://www.sinda.org.sg/data-policy/.