Admin & Operations Executive

Purpose

To manage all day-to-day administrative, HR coordination, and office operations tasks — ensuring smooth internal functioning, timely documentation, and complete compliance support for audits and financial reporting.

This role acts as the backbone for all internal processes — from attendance to reimbursements — enabling other teams to stay focused on core business execution.

Key Responsibilities

1. Administrative Operations

• Manage

  attendance tracking

  and compile monthly reports in coordination with project and metering teams.
• Handle

  reimbursements, allowances, and petty cash

  , ensuring bills are verified and processed on time.
• Maintain

  vendor and supplier records

  , coordinate PO approvals, and follow up for invoice submissions.
• Procure

  office utilities, stationery, and logistics consumables

  ; maintain reorder lists and vendor price sheets.
• Oversee

  travel bookings and logistics

  for staff — transport, accommodation, ticketing, etc.

2. Financial & Documentation Support

• Maintain a

  daily expense register

  (digital + physical) and submit weekly summaries to the Finance Coordinator.
• Compile and archive all administrative documentation — certificates, company licenses, insurance, and renewals.
• Support in preparing and collating data for

  GST workings, audits, and statutory submissions

  .
• Coordinate

  bank-related paperwork

  (cheque submissions, petty cash top-up, account details) with Accounts.

3. Coordination & Compliance

• Work with internal departments to ensure all expense-related submissions are completed before deadlines.
• Keep track of renewal dates for company registrations, service agreements, and vendor compliance.
• Maintain a

  central digital admin folder

  with updated documentation, accessible to Finance and Management.

Required Skills & Competencies

• Strong organisational and coordination skills.
• Proficiency in

  Google Workspace / Excel / Notion

  for record-keeping.
• Attention to detail and consistency in documentation.
• Ability to multitask and follow through across multiple departments.
• Trustworthy and dependable with financial data and company documents.