Total 8 Senior Executive systems engineer job vacancies in Administrative / Clerical category

Executive Summary

Smart IMS Inc provides Digital technology & Cloud transformation services, Application & Infrastructure Management Services, Unified Communications and Insurance implementation services to customers across the Americas, Europe, Middle East, and Asia-Pacific regions. As the trusted technology and business partner of leading MNCs, including Global Investment Banks, Smart IMS is also a Microsoft Gold Certified Partner, Oracle Platinum Partner and AWS MSP Partner.

We are looking to hire a Junior Executive Assistant / Business Support Admin for our client in Singapore which is a leading global investment bank. The incumbent will provide executive assistance to primary stakeholder and administrative support to the organization to help ensure a smooth day-to-day functioning.

Responsibilities:

• Provide Executive assistance support including calendar management, tasks, travel booking, claims
• Work closely with reporting manager - country technology executive on day-to-day organization matters.
• Coordinate meetings, governance routines, and stakeholder engagements to ensure smooth business operations
• Engage and communicate with stakeholders across diverse nationalities and cultures, fostering strong working relationships in a global environment
• Plan and execute engagement events, workshops, and trainings (end-to-end: logistics, invitations, setup, and hosting of virtual/in-person sessions)
• Manage internal communications and publications, including employee engagement initiatives, events, and surveys
• Handle financial and administrative processes such as expense tracking, procurement support, claims processing, and reconciliation
• Support headcount (HC), onboarding/offboarding, resource tracking, and reporting across the APAC Technology organisation
• Prepare organisational reports, metrics, and presentations for executive-level meetings and business updates
• Assist with financial analysis, reporting, and data reconciliation to support decision-making
• Collaborate effectively with regional business support and administrative teams
• Provide ad hoc support on executive requests, corporate communications, and business initiatives

Skills:

• Dynamic personality, extrovert and can engage with wide spectrum of individuals in organization – junior entry level to C suite.
• Relevant experience in executive assistance, administration, business support, stakeholder engagement/management, or consulting
• A team player and collaborate well with multi-ethnic and multi-cultural team spread across Asia Pacific - includes peers, partners, and stakeholders
• Excellent communication skills (written and verbal).
• Able to drive employee engagement initiative – in person in Singapore and virtual events covering 5 countries.
• Familiarity with Diversity, Opportunity and Inclusion activities, volunteering events to be conducted in organization.
• Desirable to have multilingual verbal communication with Singapore, Hong Kong and Taiwan staff.
• University degree in related fields e.g., finance, accounting, business administration or equivalent.
• Good Time management. Strong data and analytical skills – quantitative analytics
• Management reporting skills, possess experience in Excel and PowerPoint to communicate progress against targets.
• Experience in a presentation/graphic design role in and Technology Services Company is a plus.

SENIOR DESIGN ENGINEER C&S (LTA project experience is a MUST)

Are you an experienced Senior Design Engineer looking to take on a pivotal role in major infrastructure developments? Join a dynamic team delivering complex LTA and civil infrastructure projects, where your expertise will directly contribute to shaping sustainable and future-ready urban environments.

Our client is a reputable leader in engineering and construction, known for delivering high-quality infrastructure solutions across transportation and civil sectors.

KEY RESPONSIBILITIES:

• Lead and review engineering design deliverables in accordance with LTA standards, contract requirements, and project specifications
• Coordinate multidisciplinary design interfaces (C&S, Geotechnical, Traffic, Utilities, Drainage, etc.)
• Prepare and manage design schedules, ensuring alignment with construction timelines
• Oversee design development from conceptual to detailed design stages
• Ensure compliance with local authority regulations, codes of practice, and LTA submission requirements
• Manage and coordinate submissions to LTA and other relevant authorities for approval
• Conduct design reviews, risk assessments, and value engineering exercises
• Liaise closely with Project Managers, Consultants, Contractors, and Authorities
• Identify and resolve design issues, discrepancies, and clashes through coordination meetings
• Support tender and procurement processes, including technical evaluations
• Supervise and mentor junior engineers and design coordinators
• Ensure proper documentation control, drawing management, and revision tracking
• Monitor design progress, resources, and man-hours to maintain efficiency
• Provide technical support during construction, including site inspections and design clarifications
• Ensure constructability, safety, and sustainability considerations are integrated into design

SKILLS AND EXPERIENCE REQUIRED

• Degree in Civil Engineering or equivalent
• Minimum 8–12 years of relevant experience in civil infrastructure projects
• Mandatory experience in LTA projects (e.g., roads, MRT, tunnels, bridges, drainage, utilities)
• Strong knowledge of Singapore codes, LTA standards, and submission procedures
• Proficient in engineering software (e.g., AutoCAD, Civil 3D, MicroStation, BIM tools)
• Experience in design coordination and multidisciplinary interface management
• Strong understanding of construction methodologies and sequencing
• Ability to work in a fast-paced, deadline-driven environment
• Excellent communication and stakeholder management skills
• Familiarity with BIM processes and digital design coordination tools is an advantage

HOW TO APPLY

Must Indicate:

• Detailed resume
• Availability or Notice Period to serve,
• Reason for Leaving,
• Current and Expected Salary

For the exceptional position offered, please click apply and attention to:

Babs Khanduja – babs@phoenix-recruit.com Dial: +65 64634941

I can provide an up-to-date market appraisal on current jobs and associated salaries. Contact me for a confidential discussion.

Refer a friend or colleague to Phoenix Recruitment today. If we place them into a job, you will receive SGD $588

*Contact your Consultant for full terms

MOM Registered Employment Agency: 20C0113 Employment Agency Personnel Registration No.: R1100441

About the Role:

We are a Electrical & ELV Systems contractor looking for a reliable and independent Accounts cum Admin Executive to join our team. This role is critical in supporting the company's operations, ensuring accurate financial records, timely processing of payments, and organized administration. You will work closely with the Director and Project Teams to manage finance and office matters with full ownership.

What You’ll Do:

Accounts Receivable (AR):
Invoice Issuance: Generate and issue progress claims, tax invoices, and final accounts to clients based on project milestones.
Collection Tracking: Monitor incoming payments, follow up on overdue accounts, and maintain aging reports.
Credit Control: Work with project teams to ensure timely client billing and identify any potential collection issues.

Accounts Payable (AP):
Invoice Handling: Verify vendor invoices against PO/DO and ensure timely payment processing.
Payment Preparation: Prepare payments via online banking, cheques, or other modes with proper approval routing.
Reconciliation: Maintain accurate records and reconcile supplier statements monthly.
Filing: Organize and archive paid invoices and supporting documents systematically.

Administration Support:
Reports: Stock report, GST Report & Filing GST F5, Monthly Management Reports (Income statements , Balance Sheet, Trial balance).
Documentation: Prepare company letters, compile reports, and handle e-submissions (e.g., e-invoicing, MOM, IRAS).
Data Entry: Maintain ERP records, update staff databases, and file internal forms and documents.
Office Support: Order office supplies, liaise with vendors (e.g., IT, copier service), and support HR/admin tasks such as claims or payroll.
Compliance & Filing: Ensure compliance with audit requirements and handle regular filing (hardcopy and digital).

What We’re Looking For:

Education: Diploma or Degree in Accountancy, Business Administration, or a related discipline
Experience: Minimum 3 years of relevant experience handling full set of accounts, ideally in ELV, M&E, construction, or other project-based environments
AP/AR Knowledge: Strong working knowledge of both accounts payable and receivable processes
Software Proficiency: Comfortable with ERP systems, Microsoft Office (especially Excel, SharePoint, Outlook)
Industry Familiarity: Prior experience with project billing formats, government portal invoicing (e.g., Vendors@Gov), and BQ-based invoicing will be an added advantage
Language Skills: Good command of English. Basic Mandarin is a plus for liaising with Chinese-speaking suppliers or subcontractors
Personal Qualities: Independent, detail-oriented, organized, proactive, and able to multitask in a fast-paced environment

Executive Summary

Smart IMS Inc provides Digital technology & Cloud transformation services, Application & Infrastructure Management Services, Unified Communications and Insurance implementation services to customers across the Americas, Europe, Middle East, and Asia-Pacific regions. As the trusted technology and business partner of leading MNCs, including Global Investment Banks, Smart IMS is also a Microsoft Gold Certified Partner, Oracle Platinum Partner and AWS MSP Partner.

We are looking for a Junior Personal Assistant / Executive Assistant to provide high-level administrative and coordination support to senior executives. The ideal candidate is proactive, highly organised, and capable of managing multiple stakeholders’ calendars while ensuring seamless daily operations.

Key Responsibilities:

• Calendar & Schedule Management: Coordinate and manage appointments, meetings, and events for multiple stakeholders.
• Communication Handling: Manage emails, calls, and correspondence professionally, ensuring timely responses.
• Meeting & Event Coordination: Schedule meetings, prepare agendas, take minutes, and follow up on action items.
• Work closely with reporting manager - country technology executive on day-to-day organization matters.
• Establish Meetings and Governance routines for stakeholder.
• Responsible for organizing engagement event, logistics, invitations, set up workshops, trainings, hosting/opening virtual events.
• Responsible for internal publications associated with employee networks, events, activities, pools and surveys.
• Travel & Logistics: Arrange business travel, accommodations, and itineraries.
• Administrative Support: Prepare reports, presentations, and other business documents.
• Confidential Documentation: Maintain and manage sensitive business information with discretion.
• Stakeholder Coordination: Liaise with internal teams and external partners to facilitate smooth business operations.

Requirements:

• Diploma or Bachelor's degree in Business Administration, Secretarial Studies, or a related field.
• 1-3 years of experience in an administrative or PA role in a corporate environment.
• Able to drive employee engagement initiative – in person in Singapore and virtual events.
• Excellent communication and interpersonal skills.
• Proven ability to manage multiple calendars and complex scheduling.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking abilities with attention to detail.
• Ability to work independently and handle confidential matters professionally.

Key Responsibilities

• Coordinate daily administrative operations to support project and service teams.
• Manage logistics planning, including delivery, collection, and deployment of AV and broadcast equipment.
• Liaise with internal teams, vendors, and clients to ensure timely execution of projects.
• Prepare delivery orders, purchase orders and other administrative documentation.
• Track inventory levels, equipment movement, and ensure proper documentation of assets.
• Arrange transportation, scheduling, and site access for installations and project activities.
• Maintain accurate records of logistics, service reports, and project documentation.
• Support procurement activities including sourcing, price comparison, and vendor coordination.
• Provide administrative and coordination support to the SEA office, including documentation, reporting, and cross-border logistics coordination.
• Assist in aligning administrative processes and ensuring smooth communication between SEA teams.
• Assist in general office administration duties.

Requirements

• Diploma or Degree in Business Administration, Logistics, Supply Chain, or related field.
• Fresh graduates are welcome to apply; no prior experience required.
• Strong willingness to learn and interest in logistics, broadcast, or AV industry.
• Good organizational and time management skills.
• Basic communication skills and ability to work in a team environment.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Responsible, detail-oriented, and proactive attitude.
• Ability to work in a fast-paced environment and handle multiple tasks.

Company Overview

OTTO Waste Systems Singapore Pte Ltd provides innovative waste management solutions focused on sustainability and operational excellence, supporting Singapore’s vision for a cleaner, greener future.

Job Summary

Join OTTO Waste Systems as an Administrative Executive (AP & Office Support) to ensure efficient office operations and accurate accounts payable management, supporting financial accuracy and workplace productivity.

Responsibilities

• Manage accounts payable processes by verifying invoices, preparing payments, performing daily banking transactions, and reconciling accounts to ensure financial accuracy
• Procure office supplies and coordinate office maintenance to maintain a well-functioning work environment
• Maintain accurate records of equipment, inventory, and office supplies to support operational efficiency
• Support HR functions by tracking staff attendance, processing claims, arranging interviews, and monitoring leave to facilitate smooth HR operations
• Prepare reports, presentations, and materials to assist management and team operations as needed
• Act as the primary contact for customers regarding administrative and accounts-related inquiries to ensure effective communication

Preferred competencies and qualifications

• Min. GCE 'O' Level - Diploma in Business Administration, Accounting, or related field is a plus
• 1-2 years of experience in accounts payable and office administration
• Proficiency in Microsoft Office applications; knowledge of accounting software is an advantage
• Strong organizational skills with attention to detail and accuracy
• Good communication and interpersonal skills, with ability to work independently and collaboratively
• Familiarity with Singapore’s employment and accounting practices is highly valued

** Working location : Kaki Bukit**
** Only shortlisted candidates will be contacted**

Executive Summary

Smart IMS Inc provides Digital technology & Cloud transformation services, Application & Infrastructure Management Services, Unified Communications and Insurance implementation services to customers across the Americas, Europe, Middle East, and Asia-Pacific regions. As the trusted technology and business partner of leading MNCs, including Global Investment Banks, Smart IMS is also a Microsoft Gold Certified Partner, Oracle Platinum Partner and AWS MSP Partner.

We are looking for a Executive Assistant / Secretary / Business Support Administration to provide high-level administrative and coordination support to senior executives. The ideal candidate is proactive, highly organised, and capable of managing multiple stakeholders’ calendars while ensuring seamless daily operations.

Key Responsibilities:

• Executive assistance includes calendar management, tasks, travel booking, claims etc
• Work closely with reporting manager - country technology executive on day-to-day organization matters.
• Establish Meetings and Governance routines for stakeholder.
• Responsible for organizing engagement event, logistics, invitations, set up workshops, trainings, hosting/opening virtual events.
• Responsible for internal publications associated with employee networks, events, activities, pools and surveys.
• Work under defined business standards and processes, performing a wide range of business support tasks with due regard to confidentiality and safeguarding,
• Expense management through Resource changes, on-boarding, off-boarding, reporting and metrics as well as reconciliation with overall APAC Technology organization reports.
• Attend General ad hoc requests as needed for executive level meetings, business presentations, corporate communications, etc.
• Generate Organizational metrics.
• To create and manage information relating to finance, staffing information, procurement, or any other service requirement.
• To undertake a range of financial support processes, processing claims and orders, engagement events, logistics, resolving issues.
• Collaborate with other business support staff and administrative assistants.
• Assist in ad hoc financial analysis and reconciliation.
• Administration and Business Support Activities on Requisitions, HC, Seats review and management.

Requirements:

• Dynamic personality, extrovert and can engage with wide spectrum of individuals in organization – junior entry level to C suite.
• 4-5 years of working experience in executive assistance, administration, business support, banking, auditing, or consulting
• Excellent communication skills (written and verbal).
• Able to drive employee engagement initiative – in person in Singapore and virtual events covering 5 countries.
• Familiarity with Diversity, Opportunity and Inclusion activities, volunteering events to be conducted in organization.
• A team player and collaborate well with multi-ethnic and multi-cultural team spread across Asia Pacific - includes peers, partners, and stakeholders
• Desirable to have multilingual verbal communication with Singapore, Hong Kong and Taiwan staff.
• University degree in related fields e.g., finance, accounting, business administration or equivalent.
• Good Time management. Strong data and analytical skills – quantitative analytics
• Management reporting skills, possess expertise in Excel, MS Access, Tableau and PowerPoint to communicate progress against targets.
• Experience in a presentation/graphic design role in and Technology Services Company is a plus

The ideal candidate should be confident with building and maintaining relationships with existing clients. They should have evidence of strong skills and possess good negotiation skills. 

JOB DESCRIPTION 

• Attend to all in-coming calls on sales enquiries and repair calls 
• Maintain consistent contact with existing clients 
• Preparation of sales quotation and follow up with customers on confirmed sales orders 
• Provide support to Technical team on appointment setting and coordination work 
• Arrangement of site survey on customer enquiries 
• Any other related administrative duties as assigned by superiors 

REQUIREMENTS 

• Candidate should possess 'N'/'O' level/ Diploma / professional qualifications in any field. 
• Minimum of 2-3 years of working experience in general clerical/administrative duties/sales coordination/customer service-related work. 
• Knowledge in Microsoft Office applications, internet savvy. 
• Result and customer-oriented individual who possess initiative and excellent interpersonal skills. 
• Strong negotiation skills 
• Strong communication and presentation skills 
• Proactive team player with the ability to work independently. 
• Ability to work under pressure in a fast-paced working environment. 
• Responsible work attitude with a positive and cheerful personality.