Junior Executive – Administrative Operations

UNIFIFI PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A premier office management company in Singapore is looking for an Office Administrator to ensure smooth operations within the office. Responsibilities include managing supplies, scheduling meetings, and maintaining records. Candidates should have a Bachelor's degree and at least 3 years of experience in similar roles. Fluency in both Chinese and English is required. This full-time position offers a salary up to $4500.

Qualifications

• At least 3 years of experience in administrative or office management roles.
• Able to manage multiple tasks and prioritize effectively.
• Trustworthy and discreet with handling of confidential documents.

Responsibilities

• Ensure the smooth daily operation of the office.
• Order and manage stock of office supplies.
• Schedule and coordinate meetings and travel bookings.
• Maintain proper filing system for contracts and reports.

Skills

Fluency in Chinese

Fluency in English

Organizational skills

Attention to detail

Independent work

Education

Bachelor’s degree in Business Administration or Management

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

Salary: Up to $4500

Location: CBD, Singapore

Job Type: Full-time

Key Responsibilities

Office Administrative Tasks

• General Office Management
• Ensure the smooth daily operation of the office
• Monitor office conditions and arrange necessary repairs or maintenance
• Assist in coordinating internal projects, including architecture or organizational restructuring initiatives
• Maintain accurate and up-to-date records of all project-related files and correspondence
• Collaborate with relevant stakeholders to ensure smooth communication and timely follow-up on action items

Procurement & Supplies

• Order and manage stock of office supplies, pantry items, stationery, etc.
• Liaise with suppliers and vendors for quotation comparison and cost efficiency
• Track and manage office expenses and petty cash (if applicable)

Vendor & Facility Coordination

• Coordinate with external vendors (e.g. IT support, cleaners, couriers, telecom)
• Manage service contracts and renewals (e.g. utilities, maintenance, subscriptions)

Meeting & Travel Support

• Schedule and coordinate meetings, including room bookings and refreshments
• Prepare meeting materials, agendas, and minutes if required
• Arrange travel bookings (flights, accommodation, transport) for staff or visitors
• Assist with travel-related documentation (e.g. visa letters, itineraries)

Document & File Management

• Maintain proper filing system (physical and digital) for contracts, reports, and administrative documents
• Ensure confidentiality and security of sensitive information

Bank & Government Errands

• Run errands to the bank for tasks such as deposits, withdrawals, or submitting official documents
• Submit and collect documents from government agencies or external partners (if required)

Support for Overseas Offices

• Assist in communication and coordination with overseas teams
• Provide administrative support for business trips or visits involving overseas staff

Job Requirements

• Bachelor’s degree in Business Administration, Management, or a related discipline
• At least 3 years of experience in administrative or office management roles
• Fluency in Chinese and English, both written and spoken, is required
• Strong organizational skills with high attention to detail
• Able to manage multiple tasks, prioritize effectively, and work independently
• Trustworthy and discreet with handling of confidential documents
• Proficient in Microsoft Office (Word, Excel, Outlook); familiarity with administrative tools is a plus