Admin Executive
2500 - 3000 SGDMoleac Pte Ltd
Location: Singapore
Employment Type: Full-time
About the Role
We are looking for a proactive and organized Admin Executive to support the smooth day-to-day operations of our office. This role will provide administrative, office, HR, event coordination, and documentation support across various internal teams.
The ideal candidate should be detail-oriented, resourceful, and comfortable handling a wide range of administrative tasks in a professional office environment.
Key Responsibilities
Office & Administrative Support
Assist in managing stationery and pantry supplies, including monitoring stock levels and arranging replenishment.
Support the upkeep and basic troubleshooting of office equipment in common areas and meeting rooms.
Help maintain a clean, organized, and professional office environment.
Greet visitors and candidates, and assist in preparing meeting rooms when required.
Handle incoming calls and direct them to the relevant departments.
Assist in scheduling external appointments and internal meetings, taking into consideration time zones and public holidays where applicable.
Coordinate travel arrangements, including flight and accommodation bookings, and assist with visa applications for employees and external stakeholders.
Prepare and submit business expense claims promptly and accurately.
Assist in organizing and digitizing hardcopy documents such as HR files, contracts, and patents, ensuring proper filing and record-keeping.
Maintain and update both physical and electronic filing systems.
Assist in maintaining legal and patent documentation in an organized filing system.
Support coordination with internal teams such as HR, Legal, and IT on administrative tasks and documentation.
Provide general administrative support and assist with ad-hoc tasks or projects as assigned.
Event Coordination
Provide administrative support in organizing company events and employee engagement activities.
Human Resources Support
Assist in posting job advertisements on platforms such as LinkedIn, MyCareersFuture, and the corporate website.
Assist in maintaining and organizing candidate CV records, ensuring proper documentation and accessibility to support the development of an internal recruitment database.
Support onboarding and offboarding processes, including preparing documents and coordinating logistics.
Help maintain and update employee personal files and records.
Assist in validating staff welfare-related claims, such as dental, optical, and fitness expenses, in accordance with company policies.
Provide administrative support in updating HR documents such as policies and the employee handbook.
Requirements
- Prior experience in administrative, office support, facilities coordination, or HR support roles will be an advantage.
- Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Good organizational skills with strong attention to detail.
- Good communication and interpersonal skills.
- Able to multitask, prioritize work, and manage deadlines effectively.
- Proactive, responsible, and willing to support a variety of administrative tasks.
- Comfortable handling confidential documents and information with discretion.
- Open to learning and using AI tools or simple automation solutions to improve work efficiency.
2500 - 3000 SGD
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