Senior Assistant Executive (Admin)

Arts House Ltd; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in Singapore seeks an Admin Executive to provide comprehensive administrative support for its Facilities Management Department. This role involves managing procurement processes, maintaining documentation, and ensuring compliance with internal and regulatory standards. Candidates should have experience in administrative roles and strong organizational skills.

Qualifications

• Experience in administrative roles.
• Proficient in procurement and financial processes.
• Strong organizational and communication skills.

Responsibilities

• Manage procurement and purchase order processes.
• Oversee invoice and payment processing.
• Coordinate internal and external meetings.

Skills

Documentation Management

Coordination

Procurement

Invoice Processing

Compliance Reporting

Job description

Job Purpose

• The Admin Executive serves as the primary administrative support for the Facilities Management (FM) Department across all venues under AHL. This role is essential in ensuring the smooth day-to-day operations of the department by handling documentation, records management, and coordination of administrative processes.

• The Admin Executive will assist the Head of Department (HOD) in developing, reviewing, and enhancing administrative systems, policies, and procedures to ensure compliance with internal governance and regulatory standards. This position plays a key role in maintaining operational efficiency, supporting project documentation, and facilitating effective communication between FM, vendors, and other departments.

• The Admin Executive ensures that FM operations remain well-organized, compliant, and responsive to the needs of venue maintenance, projects, and daily operational activities.

• The Admin Executive will manage key documentation processes such as contract preparation, permit applications, safety forms, progress tracking, and filing of essential project and maintenance records. The role ensures that all administrative deliverables are properly archived and audit-ready, supporting both operational needs and long-term traceability.

Duties & Responsibilities

Procurement & Purchase Order Management

• Review and accurately process purchase requests from FM teams.

• Generate and route purchase orders (POs) for approval.

• Issue approved POs to vendors and confirm acknowledgment.

• Manage the purchase, issuance, and inventory tracking of uniforms and T-shirts for FM technicians.

• Maintain proper sizing records, ensure stock availability, and coordinate with vendors for restocking

Invoice & Payment Processing

• Review and verify vendor invoices against Purchase Orders (POs), Delivery Orders (DOs), service reports, and contracts terms.

• Flag discrepancies in service reports, delivery confirmations, or invoices and follow up with vendors or FM site leads.

• Route invoices and supporting documents for approval and track pending approvals to prevent payment delays.

• Coordinate with Finance to ensure timely submissions and resolve queries during processing.

• Support Finance and Internal Audit by providing timely access to invoice files and supporting documentation when required.

Tracking & Documentation

• Maintain records for budgeting, cashflow, and expense reporting.

• Store invoice records per AHL’s documentation and KM protocols.

• Maintain FM contract tracking sheet with details of start and end dates for all FM-related contracts and send reminders to initiate renewal, tender, or termination processes.

• Maintain & update master tracking sheet for utilities and meter readings.

Environmental & Compliance Reporting

• Collate environmental-related statistics (e.g. utilities usage, waste data) and submit to GreenGov quarterly.

• Ensure data accuracy and timely submission.

Project & Administrative Support

• Assist with formatting, data entry, and coordination for FM projects

• Maintain inventory list of BCP stock items and conduct regular checks at all venues to verify quantity and usability of items

• Coordinate quarterly orders and invoicing for pantry and stationery supplies.

• Liaise with internal users to gather requirements and ensure orders are placed efficiently and cost-effectively.

• Maintain and regularly update the FM Department’s internal contact directory - phone numbers, email addresses and designations

• Provide logistical support for internal and external FM meetings.

• Book rooms, arrange refreshments, prepare agendas, and print materials.

• Ensure meetings are well-organized with proper documentation follow-up.

• Perform other administrative duties as assigned by the Head of Department (HOD) or management.

Team Engagement & Events

• Assist in planning, coordinating, and executing FM team-building events.