Senior Administrative Executive

Singapore Wefic Ocean Technology Development Pte Ltd; Singapore; On-site; SGD 45,000 - 67,000; Full time

Job summary

Singapore Wefic Ocean Technology Development Pte Ltd is seeking an experienced administrator to provide day-to-day office and IT administrative support. You will ensure the office runs smoothly, manage travel arrangements, and assist with expense reporting.

The role requires a Diploma in Business Administration and at least five years of relevant experience, with strong Microsoft Office skills and a proactive, detail-oriented approach.

Qualifications

• 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.
• 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.
• Proficient in Microsoft Office applications.

Responsibilities

• Manage office and pantry supplies, including inventory monitoring and vendor coordination.
• Coordinate high-volume corporate travel arrangements, including flight bookings, hotels, visas, and travel-related requirements.
• Handle company travel cash advances, tracking, documentation, and timely reconciliation.
• Liaise with travellers, travel agents, hotels, and service providers to ensure accurate, timely travel arrangements.
• Provide occasional administrative and travel support outside office hours, including weekends when needed.
• Answer incoming calls and warmly greet visitors.
• Perform general administrative duties including documentation, filing, data updates and maintaining the monthly telephone/contact list.
• Process CEO expense claims and prepare monthly expense reports with accuracy.
• Coordinate with vendors on office-related matters and follow up on outstanding issues.
• Coordinate monthly Head of Department meetings.

Skills

Office administration

Travel coordination

Time management

Communication skills

Team player

Education

Diploma in Business Administration

Tools

Microsoft Office

Job description

About the role

This role provides administrative and operational support to the Admin function, and administrative support to the IT function. You will take ownership of day-to-day office administration and ensure the office is well organised, properly maintained and runs smoothly.

Key responsibilities

• 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

• Coordinate monthly HOD meeting

About you

• 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

• 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

• Proficient in Microsoft Office applications