Administration Associate

A leading investment bank in Singapore is seeking an Administration Associate to join their vibrant and supportive team. This role offers a unique opportunity to be part of a small but integral administration department, where your interpersonal skills and commitment to excellent customer service will be highly valued. The organisation prides itself on its diverse workforce, collective abilities, and dedication to nurturing talent at all levels.

What you'll do:

As an Administration Associate, you will play a pivotal role in supporting daily operations within the administration team. Your responsibilities will span from managing travel arrangements for employees to overseeing office supplies and facilities. You will be entrusted with processing expenses through SAP Concur, handling reception duties with warmth and professionalism, organising meeting rooms for seamless business operations, ordering essential supplies for both pantry and office needs, managing access cards and subscriptions, arranging mail deliveries locally and internationally, acting as Fire Warden during drills or emergencies, assisting with annual insurance renewals via brokers, uploading policy updates to the intranet when necessary, organising employee engagement events such as company parties or CSR initiatives, coordinating facilities maintenance activities onsite as needed, and participating in ad hoc projects that enhance processes. Success in this role requires you to be resourceful, discreet with confidential information, enthusiastic about improving tasks, dependable in meeting deadlines while remaining friendly and helpful in all aspects of your work.

• Provide comprehensive travel administration support by coordinating flight and hotel bookings for employees through established travel agents.
• Process corporate credit card expenses, vendor invoices, and employee expense claims efficiently using SAP Concur, ensuring accuracy and timely completion.
• Approve administration-related requests and expenses via SAP Concur, maintaining compliance with internal policies and procedures.
• Perform reception duties including meeting and greeting visitors, answering calls from the main line, and transferring them appropriately to ensure a pleasant experience for all stakeholders.
• Manage meeting room bookings on behalf of the business, keeping rooms tidy and ready for use at all times.
• Order pantry supplies as needed, maintain stock levels, and ensure the office is well-equipped with necessary stationery, business cards, and equipment.
• Oversee management of office access cards, subscriptions such as newspapers, magazines, mobile data plans, memberships like Tower Club or Sentosa Golf Club.
• Arrange local and overseas courier services for mail delivery, post mail as required, and collect mail from the letterbox regularly.
• Act as Fire Warden by maintaining staff registers and facilitating evacuation during fire drills or emergencies to ensure safety compliance.
• Assist with facilities management by coordinating office maintenance activities and providing on-site supervision when required.

What you bring:

The ideal Administration Associate brings proven experience across various administrative functions including travel coordination support using established systems like SAP Concur. Your interpersonal skills enable you to communicate warmly with colleagues at all levels while maintaining discretion when handling sensitive information. You demonstrate proficiency in Microsoft Office applications, Outlook for scheduling meetings or emails; Excel for tracking expenses; PowerPoint for preparing presentations; Word for drafting documents, and adapt quickly to new software platforms. Your resourcefulness shines through when you identify opportunities for process improvement or take initiative on ad hoc projects that benefit the team. Dependability is key: you consistently meet deadlines without compromising your friendly approach even during busy periods. Sensitivity towards others’ backgrounds ensures you contribute positively to an inclusive workplace culture. Enthusiasm for organising employee engagement activities further enhances your value within the team.

• Previous experience in administration roles covering travel booking support, expense processing via SAP Concur or similar systems, reception duties, facilities management, mail handling, insurance renewals, intranet updates, event organisation for employee engagement activities.
• Friendly disposition paired with excellent communication skills is essential for interacting effectively with internal and external stakeholders.
• High proficiency in spoken and written English to facilitate clear communication among colleagues across departments.
• Ability to handle complex situations discreetly while managing highly confidential information responsibly as they arise.
• Excellent knowledge of Microsoft Office applications including Outlook, Excel, PowerPoint, Word; proficiency in other productivity tools such as SAP Concur; aptitude for learning new software quickly.
• Resourcefulness in finding ways to improve processes or tasks within the administration function; willingness to lead or participate actively in ad hoc projects.
• Dependability in meeting deadlines consistently while maintaining a pleasant attitude under pressure; ability to work collaboratively within a team-oriented environment.
• Sensitivity towards diverse backgrounds; commitment to fostering an inclusive workplace where everyone feels respected.
• Enthusiasm for supporting employee engagement initiatives such as company parties or CSR events; ability to coordinate logistics smoothly.

What sets this company apart:

This organisation stands out as one of Asia’s most respected investment banks with deep roots across Japan and Asia. Employees benefit from working alongside knowledgeable professionals who share insights gained from serving corporate clients ranging from financial institutions to asset managers. The company’s global presence means you’ll have access to unparalleled expertise while enjoying local market relevance. Its commitment to diversity ensures that people from all backgrounds are welcomed into a communal environment where collaboration is encouraged. Strategic growth across Asia translates into rewarding degrees of responsibility at every level, offering richer experiences than boutique firms or large conglomerates alone can provide. The leadership prioritises nurturing talent through training opportunities so you can grow professionally while feeling supported by dependable colleagues. Flexible working options are available where possible so you can balance personal commitments alongside your career ambitions. Employee engagement is central: regular events foster kinship among teams while CSR initiatives allow you to give back meaningfully. The company’s reputation for stability combined with its forward-thinking approach makes it an exceptional place to build your career.

What's next:

If you are enthusiastic about joining a supportive team where your contributions matter every day, apply now!

Apply today by clicking on the link provided.

Do note that we will only be in touch if your application is shortlisted.
Robert Walters (Singapore) Pte Ltd
ROC No.: 199706961E | EA Licence No.: 03C5451
EA Registration No.: R22110398 Ilse Clement