Office & Operations Administrator
About the role
The Office & Operations Administrator supports the effective day-to-day operation of Agribusiness-Connect Asia Pte Ltd (ACA)'s Singapore regional office.
Reporting to the General Manager, the role provides administrative and operational support to the Managing Director, General Manager, Senior Managers, and wider regional team.
The position is responsible for maintaining efficient office systems, coordinating travel and logistics, managing documentation and records, liaising with vendors and service providers, maintaining business contact information and business cards, supporting internal administrative processes, and conducting retail market checks as required.
Key responsibilities
Office Administration & Operations:
Coordinate the day-to-day administrative requirements of the Singapore office and help ensure smooth and efficient office operations
Maintain organized electronic and physical filing systems, company records, administrative documents, templates, and shared folders
Manage office supplies, equipment, subscriptions, courier and delivery requirements, and other general office services
Coordinate with external vendors and service providers, including travel agents, hotels, printing, couriers, IT/service providers, and other suppliers
Source quotations, maintain vendor records, and assist with procurement and administrative documentation
Coordinate business travel arrangements, including flights, accommodation, ground transportation, itineraries, and travel documentation
Conduct retail market checks as requested by managers to support client accounts and market monitoring requirements
Maintain accurate and accessible records of contracts, quotations, approvals, travel documentation, vendor information, and other company records
Management & Team Support:
Provide administrative support to the Managing Director, General Manager, Senior Managers, and Regional team as required.
Coordinate internal meetings, appointments, calendars, meeting arrangements, and administrative follow-up.
Prepare routine correspondence, documents, presentations, forms, and other administrative materials.
Assist with onboarding and offboarding administration, office orientation, equipment coordination, and other employee administrative requirements.
Support coordination between the Singapore office, Southeast Asian country representatives, clients, vendors, and other business partners on administrative matters.
Travels & Logistics Coordination:
Coordinate business travel arrangements, including flights, accommodation, ground transportation, itineraries, and travel documentation.
Prepare travel briefs, notifications, and other required administrative documentation.
Monitor relevant travel requirements and communicate updates to traveling team members when necessary.
Maintain travel records and supporting documentation in accordance with company and client requirements.
Retail Market Checks & Operational Field Support:
Conduct retail market checks as requested by ACA managers to support client accounts and market monitoring requirements.
Organize and compile findings into the required retail check reports, spreadsheets, photographic records, or other reporting formats.
Assist with product sourcing and purchasing of product samples when required for client or internal business purposes.
Ensure retail checks and related reporting are completed accurately and within agreed timelines.
Documentation, Compliance & Records:
Assist managers and Finance with administrative documentation required for internal and client approval processes.
Maintain accurate and accessible records of contracts, quotations, approvals, travel documentation, vendor information, and other company records.
Support document control and ensure administrative records are filed consistently and in accordance with company procedures.
Maintain accurate staff contact information, organizational details, business card records, and related administrative directories.
Handle company, employee, client, and vendor information with appropriate confidentiality and discretion.
Assist with routine corporate and regulatory administrative requirements as directed by management.
General Operational Support:
Act as a central administrative point of coordination for routine office and operational matters.
Assist management with ad hoc administrative projects, information gathering, scheduling, and coordination.
Identify opportunities to improve administrative workflows, filing systems, templates, and office processes.
Provide general operational support across the business where required to ensure the smooth running of the company.
EDUCATION & EXPERIENCE
An equivalent combination of education, training, and relevant experience will be considered.
ITE, GCE A Levels, Diploma or equivalent qualification in business administration, office management, hospitality, or a related discipline.
Preferably 1–3 years of relevant experience in office administration, operations coordination, executive support, or a similar role.
Experience working in a small or medium-sized business, professional services firm, regional office, or multicultural environment would be advantageous.
Experience coordinating business travel, vendors, documentation, and general office administration is preferred.
KNOWLEDGE, SKILLS & ABILITIES
Strong organizational and administrative skills with excellent attention to detail.
Ability to manage multiple priorities, deadlines, and requests simultaneously.
Able to work independently, take initiative, and follow through on assigned responsibilities.
Strong written and verbal communication skills.
Good interpersonal skills and ability to work effectively with colleagues, clients, vendors, and stakeholders from different cultures.
Strong problem-solving skills and a practical, solutions-oriented approach.
Good judgment and discretion when handling confidential or sensitive information.
Ability to collect, organize, and report information accurately, including information gathered during retail market checks.
Strong attention to accuracy when maintaining staff details, business cards, directories, and company records.
Proficient in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and shared document systems.
Comfortable learning and using digital administrative, scheduling, travel, and document-management tools.
A collaborative team player with a willingness to support different areas of the business when required.
WORK ENVIRONMENT:
Primarily office-based work with periodic off-site retail market checks and other operational duties as required.
This job description is not exhaustive. The employee may be required to undertake other reasonable duties consistent with the position to support the effective operation of the company, subject to applicable Singapore laws.
COMPANY BENEFITS INCLUDE:
Outpatient healthcare and Dental coverage.
Work from home
Birthday leave
Caregiver leave
WORKING LOCATION:
20 Martin Rd, Seng Kee Building, Singapore 239070.
WORKING HOURS:
9 a.m. to 6 p.m. (Monday - Friday)