Senior Administrative Executive

SINGAPORE WEFIC OCEAN TECHNOLOGY DEVELOPMENT PTE. LTD.; Singapore; On-site; SGD 42,000 - 62,000; Full time

Job summary

SINGAPORE WEFIC OCEAN TECHNOLOGY DEVELOPMENT PTE. LTD. is seeking an experienced Administrative Executive to support the Admin and IT functions. The role covers day-to-day office operations, procurement, travel arrangements, and expense processing.

The ideal candidate has at least 5 years of administrative experience, strong communication skills, and the ability to work independently in a fast-paced environment. Proficiency in Microsoft Office is essential.

Qualifications

• Diploma in Business Administration or equivalent.
• At least 5 years of relevant administrative experience, with hands-on corporate travel coordination and office administration.

Responsibilities

• Provide administrative and operational support to Admin and IT functions.
• Own day-to-day office administration and ensure the office runs smoothly.
• Manage office/pantry supplies, inventory, vendor coordination and invoice verification.
• Arrange high-volume corporate travel including flights, hotels, visas and related requirements.

Skills

Office administration

Travel coordination

Vendor coordination

Communication skills

Independent work

Education

Diploma in Business Administration

Tools

Microsoft Office

Job description

Key Responsibilities

• Provide administrative and operational support to the Admin function, and administrative support to the IT function.
• Take ownership of day-to-day office administration and ensure the office is well organised, properly maintained and runs smoothly.
• Manage office and pantry supplies, including inventory monitoring, replenishment, purchase requisitions, vendor coordination and invoice verification.
• Manage a high volume of corporate travel arrangements for employees, including frequent business travellers, covering flight bookings, hotel accommodation, visa applications and other travel-related requirements.
• Manage company cash advances provided for travel bookings, including proper tracking, supporting documentation and timely reconciliation.
• Liaise with travellers, travel agents, hotels and other service providers to ensure travel arrangements are accurate and completed on time.
• Handle urgent or last-minute travel changes and provide occasional administrative and travel support outside normal office hours, including weekends, when business needs arise.
• Handle incoming telephone calls and professionally attend to visitors.
• Perform general administrative duties including documentation, filing, data updating and maintaining the monthly telephone/contact list.
• Process CEO expense claims and prepare monthly expense reports, ensuring accuracy and timely submission.
• Coordinate with vendors and service providers on office-related matters and follow through on outstanding issues.
• Support office facilities and general workplace matters as required.
• Coordinate monthly HOD meeting
• Perform other ad-hoc duties as assigned.

Requirements

• Diploma in Business Administration or equivalent.
• At least 5 years of relevant administrative experience, with hands-on experience in corporate travel coordination and office administration. Candidates with more extensive relevant experience will be an advantage.
• Experience in managing multiple or high-volume corporate travel requests would be an advantage.
• Able to work independently with minimal supervision and take ownership of assigned responsibilities.
• Proactive and resourceful, with a strong sense of responsibility and follow-through.
• Good time management skills with the ability to prioritise and manage multiple tasks.
• Meticulous, organised and attentive to detail.
• Good interpersonal and communication skills.
• A team player who is comfortable working with employees at all levels.
• Positive and responsible work attitude, with a willingness to learn, support the team and take ownership of responsibilities.
• Proficient in Microsoft Office applications.