Operations Executive / Administrator

SAFECO LEGACY WEALTH GROUP PTE. LTD.; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

SAFECO Legacy Wealth Group Pte. Ltd. is seeking an ambitious Operations Executive to oversee our corporate office and deliver high-touch operational support to family principals and client structures.

This is not a traditional PA role; we expect an agile operator who takes ownership of challenges and delivers results independently. You will establish filing systems, manage client records (KYC & CRM), handle quotations and invoicing, track payments, support MOM onboarding, and coordinate client

Responsibilities

• Document Filing System Creation & Maintenance: Establish, optimize, and maintain the company’s digital and physical document management system to ensure all corporate and client files are clearly categorized, secure, and compliant.
• Client Record Management (KYC & CRM): Create and regularly update personal and corporate client files. Archive relevant legal documents, work pass materials, commercial contracts, and communication logs in full compliance with Singapore’s Personal Data Protection Act (PDPA) and confidentiality requirements.
• Document Version Control: Maintain and archive daily standard contract templates, service agreements, and authorization documents.
• Quotations & Invoicing Management: Promptly and accurately generate and issue service quotations, invoices, and receipts based on business requirements.
• Payment Tracking & Reconciliation: Assist in tracking client payment progress, organize daily/monthly payment vouchers, and coordinate with the internal finance department or external accountants for account reconciliation.
• Work Pass & Identification Follow-up: Accompany and assist clients at the Ministry of Manpower (MOM / EPSC) to complete biometric registration (photo-taking and fingerprinting) and pass activation procedures().
• Lifestyle & Business Onboarding Support: Provide one-stop landing support for clients arriving in Singapore, including assisting with local SIM card purchasing, bank account opening, and orientation with the local environment.
• Itinerary & Appointment Coordination: Arrange and align client itineraries and appointments in advance to ensure smooth, seamless accompaniment and reception services.

Job description

We are an established family office and advisory firm operating with a consultancy-driven approach. We are looking for a sharp, highly capable Operations Executive to oversee corporate office operations and deliver high-touch operational support to our family principals and client structures.

This is not a traditional PA role. We need an agile operator and proactive problem solver who takes total ownership of challenges, eliminates bottlenecks, and delivers results independently.

Key Responsibilities

• Document Filing System Creation & Maintenance: Establish, optimize, and maintain the company’s digital and physical document management system to ensure all corporate and client files are clearly categorized, secure, and compliant.
• Client Record Management (KYC & CRM): Create and regularly update personal and corporate client files. Archive relevant legal documents, work pass materials, commercial contracts, and communication logs in full compliance with Singapore’s Personal Data Protection Act (PDPA) and confidentiality requirements.
• Document Version Control: Maintain and archive daily standard contract templates, service agreements, and authorization documents.
• Quotations & Invoicing Management: Promptly and accurately generate and issue service quotations, invoices, and receipts based on business requirements.
• Payment Tracking & Reconciliation: Assist in tracking client payment progress, organize daily/monthly payment vouchers, and coordinate with the internal finance department or external accountants for account reconciliation.
• Work Pass & Identification Follow-up: Accompany and assist clients at the Ministry of Manpower (MOM / EPSC) to complete biometric registration (photo-taking and fingerprinting) and pass activation procedures().
• Lifestyle & Business Onboarding Support: Provide one-stop landing support for clients arriving in Singapore, including assisting with local SIM card purchasing, bank account opening, and orientation with the local environment.
• Itinerary & Appointment Coordination: Arrange and align client itineraries and appointments in advance to ensure smooth, seamless accompaniment and reception services.