Admin Executive

Company Overview

AITel is a technology company focused on artificial intelligence and related solutions, building a dynamic team to support growing operations in Singapore.

Job Summary

You will support the daily administrative operations of the Singapore office to maintain a smooth, professional, and efficient workplace environment. We are hiring administrative professionals with scopes matched to experience. Senior candidates will also lead administrative workflows, vendor coordination and process improvements. Take ownership of office administration and help build an organised, responsive Singapore workplace.

Responsibilities

• Manage daily office administration tasks by monitoring office supplies, pantry inventory, and facilities maintenance to ensure a clean and professional workspace
• Welcome and assist office visitors professionally to create a positive first impression
• Coordinate incoming calls, mail, courier deliveries, and meeting room arrangements accurately and timely
• Maintain organized document management, filing systems, and administrative records for easy retrieval and compliance
• Liaise with external vendors, service providers, IT support, and building management to resolve issues and coordinate services efficiently
• Source suppliers, obtain quotations, and compare options to support cost-effective procurement
• Coordinate meetings and office arrangements to ensure smooth operations
• For senior candidates: establish administrative procedures, checklists, service renewal schedules, and coordinate work across the administrative team
• Execute ad-hoc administrative tasks assigned by the General Manager promptly and reliably

Preferred competencies and qualifications

• Minimum O-Level qualifications or equivalent
• 1–2 years of relevant administrative experience supporting office operations
• Experience independently managing office services, vendors, and administrative processes (senior candidates)
• Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook to prepare clear documents, maintain trackers, and improve workflows
• Strong organizational skills to manage multiple tasks independently, prioritize competing requests, maintain accurate records, and complete tasks with limited supervision
• Proactive and initiative-driven with a strong sense of ownership and willingness to learn new tasks
• Professional and resourceful with clear communication skills, discretion, and sound judgment when handling confidential information

Other Information

• Location: Changi Business Park, Singapore
• Working Hours: Monday to Friday, 9:00 AM – 6:00 PM (1-hour lunch break), weekends off
• Employment Type: Full-time, on-site
• Benefits: Competitive salary, company medical insurance, free on-site gym facilities