(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 carried out in accordance with organisational and divisional governance requirements and stipulated timelines.
Job Responsibilities
Administration & Logistics
Support the set ups 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 set up 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 set up, 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 administration 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
Career development opportunities
Flexible working hours
AWS/ Bonuses
Health insurance
Wellness programmes
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