Executive – Administration

[Contract Position] SINDA seeks a dynamic Administration Executive to support the organisation’s administrative and logistics needs for its smooth operations. This includes sourcing and procuring goods and services required to fulfil administrative and logistics functions which are carried out in accordance with organisational and divisional governance requirements and stipulated timelines. Job Responsibilities Administration & Logistics • Support the setups and clearance of logistics for on and off boarding of new joiners & leavers • Assign and update extensions, maintain phone directory, and liaise with vendors for faults or changes for programs, events, meetings &office use • Track availability of office items, record loans and returns, and follow up on overdue or damaged items • Sort and distribute incoming mail, register tracked items and prepare outgoing mail and courier arrangements • Monitor stock levels, order supplies when low, receive deliveries, and issue items to departments • Maintain key register, issue keys with approval, track returns, and update records for joiners and leavers • Coordinate meeting logistics, arrange venue and equipment, prepare attendance lists, support registration, and assist with setup and post-event clearance • Support implementation of administrative and logistics measures during emergencies such as Haze situation, flu, pandemics, etc. to ensure staff safety and business continuity • Maintain asset and inventory registers, track issuance and returns, conduct periodic stock checks, and report discrepancies or replacements required • Provide assigned logistics support, including setup, coordination with vendors, on-site assistance, and breakdown after events Finance & Procurement • Maintain up-to-date budget and contract trackers • Collect and consolidate purchase requests from different departments, verify requirements against stock levels and budgets, and coordinate timely procurement with vendors or internal procurement teams • Source vendors for products and services • Collate and assess the billings of vendors for admi related services to ensure they are in accordance with the services and contract price • Track contracts, monitor expiry dates, and support timely renewals or closure • Analyse and review the budget consumed by vendors • Assist with small value purchases and quotation processes in line with procurement procedures Facilities and Operations Coordination • Coordinate set up of facilities for meetings, events and programs • Support building and facilities management, including maintenance coordination, vendor liaison, and workplace upkeep • Administer facility bookings by external organisations • Manage fault reports and ensure relevant vendors rectify the issues in a timely manner Others • Identify and establish administrative and functional activities SOPs of Administration department • Participate in divisional and SINDA-wide events when required • Be involved in the SINDA building move planning as required • Any other duties as assigned by the Reporting Officer and Head of Department Requirements • Diploma/Degree in Management, Business Administration, Facilities and Operations Management, Events Management, or other related field, with 1 to 2 years of relevant administrative, operations or facilities support experience • Proficiency in Microsoft Office; familiarity with data visualisation tools (e.g., Excel dashboards, Power BI, Tableau) will be considered an added advantage • Excellent verbal and written communication skills • Ability to work independently and collaboratively in a fast‑paced environment • Knowledge of Events Management will be an advantage • Ability to participate in SINDA-wide events, when required; Approved Over-time hours will be compensated with time off or off-in lieu in accordance with internal policy Our Welfare We aim to take care of your well-being. We provide: • Career development opportunities • Flexible working hours • AWS/ Bonuses • Health insurance • Wellness programmes Interested candidates are invited to send their resumes with current and expected salary information. Only shortlisted candidates will be notified. We thank all applicants for their interest. Please note that your response to this advertisement and communications with us pursuant to this advertisement will constitute informed consent to the collection, use and/or disclosure of personal data by SINDA to carry out its business in compliance with the relevant provisions of the Personal Data Protection Act 2012. To learn more about SINDA’s Data Policy, please visit https://www.sinda.org.sg/data-policy/ .