Admin Executive (Full Time)

About ITLink Business Solutions

ITLink Business Solutions is an award-winning Singapore-based tech consultancy with a 30-year track record of delivering enterprise-grade solutions to major organizations. As we embark on an exciting transformation from pure consulting to product-led growth, we're building a dynamic team to support our evolution into a leading enterprise software provider. This is a rare opportunity to join an established, profitable company operating with startup energy, where your contributions directly enable our team's success and business growth.

Role Overview

As an Administrative Executive at ITLink, you will be the operational backbone that keeps our growing organization running smoothly. This role is perfect for a detail-oriented professional who thrives in creating order from complexity and takes pride in enabling teams to perform at their best. You'll manage critical administrative functions, support our expanding team of consultants and developers, and play a key role in establishing scalable processes as we transition from a 15-person consultancy to a product-driven software company.

What You'll Do

Administrative Excellence : Manage day-to-day office operations, coordinate team schedules and meetings, handle vendor relationships and procurement, maintain office supplies and equipment, and ensure a productive work environment for our team.

Financial Administration : Process intern payroll and employee claims accurately and timely, support month-end closing with documentation, manage petty cash and expense tracking, assist with vendor invoice processing, and maintain organized financial records for audit compliance.

HR Support Functions : Coordinate onboarding for new employees and interns, maintain employee records and leave management systems, support recruitment coordination (scheduling, logistics), manage employee benefits administration, and organize team events and engagement activities.

Project & Team Support : Assist project teams with administrative requirements, coordinate client meeting logistics and follow-ups, manage document control and filing systems, support proposal and contract preparation, and facilitate smooth communication across teams.

Process Development : Document and improve administrative processes, implement systems for better efficiency, create templates and standards for common tasks and identify automation opportunities.

Executive Support : Provide administrative support to the Managing Director, manage correspondence and communications, coordinate board meetings and documentation, handle confidential information with discretion, and support strategic initiatives as needed.

Marketing & Sales Administration : Support CRM data maintenance and hygiene, assist with event logistics and coordination, manage marketing collateral inventory, coordinate lead tracking and follow-ups, and support product launch administrative tasks.

Grow Your Impact : Take ownership of administrative function transformation, propose and implement efficiency improvements, potentially grow into Operations Manager role, and contribute to company's strategic evolution.

What We're Looking For (Requirements)

Education : Diploma or Bachelor's degree in Business Administration, Management, Accounting or related field is a plus

Experience : 0-4 years of administrative experience, preferably in professional services or technology companies

Technical Skills : Proficiency in Microsoft Office Suite, familiarity with CRM systems (HubSpot preferred), and basic understanding of financial/accounting principles

Core Competencies : Exceptional attention to detail and accuracy, strong organizational and multitasking abilities, excellent written and verbal communication, proactive problem-solving approach, and ability to maintain confidentiality

Personal Attributes : Self-motivated with strong initiative, adaptable to changing priorities, collaborative team player mindset, professional demeanor and presentation, and genuine interest in supporting others' success

Bonus Points : Experience in tech/consulting environments, knowledge of Singapore employment regulations, project management certification or training, and experience with process improvement

What We Offer

Growth Opportunity : Clear path to Operations Manager role as company scales, exposure to all aspects of running a tech business, and opportunity to build processes from ground up

Learning Environment : Work alongside experienced professionals, gain insights into enterprise software and consulting, and develop diverse business skills

Competitive Package : Market-competitive salary with performance bonus, comprehensive medical and insurance benefits

Dynamic Culture : Join a lean, ambitious team transforming its business model, direct interaction with leadership team, and real influence on company operations

Work-Life Balance : Hybrid work arrangements, modern office environment, and supportive team culture

Real Impact : Your work directly enables team productivity and success, opportunity to shape operational excellence, and contribute to exciting company transformation

Ready to Be Our Operational Foundation?

If you're a proactive professional who takes pride in creating seamless operations, loves bringing order to dynamic environments, and wants to grow with an established company entering an exciting new chapter, we want to hear from you.

Apply now and become the operational excellence champion that powers our transformation.