Admin Executive (Office Operations)

We are looking for a reliable, organised and proactive Admin Executive to support the day-to-day operations of our Singapore office.

This is a hands-on administrative role covering office coordination, front desk support, vendors, facilities, supplies, documentation and general employee administration.

You do not need to be an experienced HR professional. We are looking for someone who is responsible, detail-oriented, willing to learn and able to get things done independently.

Key Responsibilities

Office Administration

Manage daily office operations and maintain a clean, organised and well-functioning workplace

Welcome visitors and coordinate visitor access

Prepare meeting rooms and ensure meeting equipment is ready

Manage pantry supplies, stationery and office inventory

Coordinate deliveries, couriers and general office requests

Handle office access cards and building access arrangements

Maintain administrative records, trackers and documents

Facilities & Vendor Coordination

Liaise with building management and external vendors

Coordinate office repairs, maintenance and servicing

Arrange air-conditioning extensions, handyman services and contractor access when required

Follow up on quotations, appointments, invoices and service completion

Keep track of recurring office renewals and important deadlines

Support office parking, mobile lines and other corporate services

Purchasing & Payment Administration

Purchase office and pantry supplies

Collect and organise invoices and receipts

Prepare internal payment requests

Maintain proper records of administrative expenses

Follow up with vendors when required

Employee Administration

Prepare basic onboarding arrangements for new employees

Coordinate office access cards, laptops/assets and welcome materials

Update employee administrative records

Assist with employee insurance enrolment and removal

Support basic onboarding and offboarding administration

File employment-related documents and maintain internal records

Note: This is primarily an administrative role, not a recruitment, payroll or HR advisory position.

Events & General Support

Support team lunches, celebrations and company activities

Coordinate vendors, gifts, decorations and event logistics

Prepare simple internal announcements

Assist management and the team with ad-hoc administrative matters

Process Improvement

Maintain office SOPs and administrative trackers

Look for ways to simplify repetitive tasks

Use tools such as ChatGPT and other AI tools to improve efficiency

Help improve existing administrative processes and documentation

Requirements

Diploma, Higher Nitec or equivalent

0–2 years of administrative, office coordination, customer service or similar experience

Fresh graduates are welcome to apply

Organised and careful with details

Comfortable handling multiple small tasks at the same time

Good communication skills

Basic proficiency in Microsoft Office / Google Workspace

Comfortable learning new digital tools

Able to work independently and follow through on tasks

Mandarin proficiency is an advantage for communicating with some Chinese-speaking colleagues and vendors

Who We’re Looking For

You may be a good fit if you:

Like keeping things organised

Notice when something needs to be done without always being told

Are comfortable calling vendors and following up on requests

Can handle practical problems calmly

Are willing to learn unfamiliar tasks

Prefer getting things done over unnecessary bureaucracy

Are curious about using AI to make everyday administrative work easier

About ChronoAI

ChronoAI is a Singapore-based technology company building infrastructure and products for the AI agent economy.

We are a small and fast-moving team, so every team member is expected to take ownership of their work, learn quickly and find efficient ways to get things done.

This role is suitable for someone who wants to build strong experience in office administration and business operations within a technology company.