Admin Executive

COMPANY:

BUILD YOUR FUTURE WITH US

Every DPian Matters is the motto that reflects our core values. DP Architects actively supports the growth of our people through dedicated talent development programmes, clear career pathways and access to global opportunities. Our culture of continuous learning, collaboration and shared purpose develops skilled and engaged people deeply invested in the future of our built environment. Our practice is defined by the pursuit of design excellence, supported by research and innovation, and anchored in teamwork for the collective good. Together, we pursue better-than-sustainable outcomes to shape a regenerative future for our cities and communities.

JOB SUMMARY:

The Executive, Administrative supports the smooth operation of office activities by providing comprehensive administrative, coordination and operational support across departments. The role assists in day-to-day office management, documentation, procurement coordination, event logistics and facilities support. The Executive ensures timely execution of administrative workflows, maintains accurate records and contributes to an efficient, well-organised workplace environment.

JOB RESPONSIBILITIES:

• Provide general administrative support including document preparation, correspondence, filing and data entry.
• Assist with procurement tasks such as sourcing quotations, preparing purchase requests, tracking orders and liaising with vendors.
• Coordinate office maintenance, equipment servicing and facilities matters with internal teams and external vendors.
• Manage meeting logistics including room bookings, preparing materials, setting up refreshments and documenting meeting notes when required.
• Support company events, staff activities, training sessions and departmental functions through logistics planning and coordination.
• Handle mailroom duties including receiving, sorting and distributing mail, courier packages and internal documents.
• Maintain administrative records such as inventory lists, asset registers, vendor contracts and maintenance logs.
• Assist in replenishing office supplies and pantry items and ensure proper stock monitoring.
• Support travel arrangements including flight bookings, accommodations and transport coordination.
• Help with onboarding activities by preparing workstations, arranging access passes and assisting new hires with administrative procedures.
• Respond to internal administrative queries professionally and escalate issues when needed.
• Maintain digital and physical filing systems ensuring accuracy, completeness and audit readiness.
• Support safety, compliance and office SOP adherence, including documentation and coordination with building management.
• Participate in process improvement initiatives to enhance administrative efficiency and digital workflows.
• Provide additional support to the Office Administration team and other departments for ad hoc tasks and operational needs. JOB REQUIREMENTS:
• Diploma, Higher Nitec or equivalent qualification in Business Administration, Office Management or related fields.
• 1-4 years of administrative experience in a corporate or professional services environment.
• Strong organisational skills with the ability to multitask and manage time effectively.
• Proficiency in MS Office applications (Word, Excel, Outlook) and familiarity with digital filing tools.
• Good communication and interpersonal skills with a service-oriented mindset.
• Strong attention to detail, responsibility and reliability in managing administrative tasks.
• Ability to work both independently and collaboratively within a team.
• Professionalism, discretion and integrity in handling confidential information.
• Experience in facilities support, procurement or office coordination is an advantage.