Office Administrator / Administrative Executive

Office Administrator / Administrative Executive

Company: YAN ZHENLING TRADING PTE. LTD.

Location: Singapore

Salary: SGD 3,000 – 4,000 per month

Employment Type: Full-time

About the Role

Xiu Atelier is a Singapore-based brand dedicated to bringing the art of traditional Suzhou embroidery into contemporary lifestyles.

We are looking for a responsible, detail-oriented and well-organised Office Administrator to oversee daily office operations and administrative matters. The ideal candidate should have a good understanding of Singapore's government policies, employment regulations, corporate compliance requirements and administrative procedures.

Key Responsibilities

1. Office Administration & Operations

• Manage daily office operations, including office supplies, filing, documentation and general administrative support.
• Maintain and organise company records, contracts, invoices and other important documents.
• Handle incoming enquiries, correspondence and office communications.
• Coordinate meetings, appointments and other administrative arrangements.
• Support management with ad hoc administrative tasks and operational matters.

2. Singapore Government Regulations & Compliance

• Stay updated on relevant Singapore government policies, regulations and administrative requirements.
• Assist with company-related matters involving ACRA, MOM, IRAS and other relevant government agencies.
• Handle administrative procedures related to work passes, employment documentation and staff records.
• Assist with corporate compliance, licence applications, renewals and statutory filings where required.
• Liaise with government agencies, corporate service providers and external consultants when necessary.

3. Finance & Accounting Support

• Assist with basic bookkeeping, invoice processing and expense tracking.
• Maintain payment records and organise financial documentation.
• Coordinate with external accountants and tax agents for accounting and tax-related matters.
• Assist with GST-related administrative documentation where applicable.

4. HR & General Administrative Support

• Assist with recruitment coordination, onboarding and employee documentation.
• Maintain staff attendance, leave records and employment files.
• Support payroll administration and other HR-related matters.
• Assist with the coordination of suppliers, service providers and business partners.

5. Inventory & POS Operations

• Manage inventory records and stock movements in Odoo
• Monitor product stock levels, stock receipts, transfers and adjustments.
• Coordinate inventory records between Odoo and Eats365 POS.
• Perform regular stocktakes and investigate inventory discrepancies.
• Maintain product SKUs, barcodes, pricing and product information.
• Monitor low-stock items and coordinate replenishment with suppliers.

Requirements

1. Diploma or Bachelor's degree in Business Administration, Accounting, Human Resources or a related field.
2. 2–4 years of relevant experience in office administration, corporate administration or operations.
3. Good knowledge of Singapore's business regulations, employment policies and government administrative procedures.
4. Familiarity with ACRA, MOM, IRAS and relevant government platforms.
5. Experience in handling work pass applications, company filings and corporate compliance matters is highly preferred.
6. Good command of written and spoken English and Chinese.
7. Proficient in Microsoft Office, Google Workspace and general office software.
8. Experience with inventory management systems, ERP or POS software.
9. Familiarity with Odoo or similar inventory management platforms is an advantage.
10. Experience in stock reconciliation and retail operations is preferred.
11. Strong organisational, communication and problem-solving skills.
12. Responsible, proactive, detail-oriented and able to work independently.

What We Offer

1. Monthly salary of SGD 3,000 – 4,000, depending on experience and qualifications.
2. An opportunity to work with a growing Singapore-based luxury cultural and lifestyle brand.
3. A dynamic working environment with exposure to business operations, cultural craftsmanship and brand development.