Total 6 solution architect job vacancies in Administrative / Clerical category in Singapore

We are looking for an Admin Executive to support daily office operations and administrative functions. The role involves managing office supplies, handling and ensuring smooth and efficient office administration.

Key Responsibilities

• Provide general office administration duties, including managing office stationery and pantry supplies.
• Manage incoming correspondence such as emails and telephone calls.
• Maintain and monitor office supplies inventory
• Assist in preparing invoices and issuing purchase orders (PO)
• Coordinate and manage staff insurance matters.
• Handle staff course registrations and training arrangements.
• Assist with ad-hoc duties as assigned by relevant in-charge.

Requirements

• Diploma or Degree in Business Administration, Human Resources, or related field.
• At least 1–2 years of relevant administrative experience preferred.
• Familiarity with administrative tasks is an advantage.
• Proficient in Microsoft Office applications (Word, Excel, Outlook).
• Good communication and interpersonal skills.
• Well-organized, detail-oriented, and able to multitask.
• Responsible, proactive, and able to work independently.
• Able to start work immediately/short notice

JobDescriptions:

Position: Personal Chauffeur to CEO

Location: Shun fu  (Islandwide duties, Office at Paya Lebar)

Working Hours: 5.5 day work week,

• Monday – Friday (8.30-6.30) – 2 hours lunch
• Saturday: 8.30-12.30
• Overtime as required

Salary (commensurate with experience):

• Up to $3,000 + Meal allowance + Overtime
• Health insurance
• Dental insurance

Vehicle type: Hybrid MPV 7seaters

KeyResponsibilities

We are seeking a professional and dependable Personal Chauffeur to provide dedicated transport support for CEO and family. The ideal candidate will demonstrate a high level of discretion, strong knowledge of Singapore roads, and a commitment to safety, confidentiality, and service excellence.

• Provide chauffeur services for the CEO for official business and personal appointments
• Send and pick up children to/from school and enrichment classes
• Assist with occasional personal or household errands
• Provide transport services for guests of the CEO when necessary
• Ensure cleanliness, upkeep and proper maintenance of assigned vehicles
• Monitor vehicle servicing schedules and ensure all safety requirements are met
• Maintain punctuality and professionalism at all times
• Exercise discretion and maintain strict confidentiality when handling sensitive matters
• Perform other ad hoc duties as assigned

RequiredSkills

• Possess a valid Singapore Class 3driving license with a clean driving record
• Minimum 3 years of professional driving experience in Singapore
• Comfortable transporting children safely
• Relevant experience as a personalor corporate driver supporting senior management or executives is preferred
• Good punctuality, reliability,patience and strong work ethic
• Flexible with working hours when required
• Non-smoking preferred

1. Assist the dept in documentation preparation and coordination relating to Tenders and Contracts in accordance with the organization policies.

2.Supporting the team in reviewing & drafting tender & contract documents & reports.

3.Preparing ad-hoc & routine approvals, minutes and Letters related to contracts.

4.Tabulating, collation and preparing technical data and collating of information.

5.Coordinate information from end user dept and reviewing and analysing data.

6.Assisting to vet through submissions for correctness and completeness.

7.Reviewing and compiling tender reports and related documentation.

8.Identifies risks and liabilities in tenders and contracts.

9.Interface of Tender Notices for publication.

10.Interface and assist to follow up with Contractors on routine correspondence including pre & post tender submissions and ad-hoc documentation.

11.Assist in managing and provide advice in contractual matters.

12.Interface with internal and external parties on contract related matters where needed.

13.Assisting in database tracking and update.

14.Monitor tender via GeBIZ.

15.Perform appropriate clinical, administrative, and operational research to support proposal and contract development.

16.Establish and maintain strong working relationships by serving as a single point of contact for contractual matters.

17.Providing administrative support to the Project Manager, including preparing and maintaining project documents, quotations, reports, and records. Assisting Project Manager to track resources, such as materials or equipment, and ensuring they are available when needed.

18.Scheduling meetings, coordinating projects, and ensuring timelines are met, includes coordinating with customers, engineers and sub-contractors.

19.Providing administrative support to the project team, including preparing documents and performing site access applications and liaising with building owners.

20.Document Management: Organizing and maintaining project documentation, including contracts, reports, project plans, schedules, as-builts documentations and meeting notes.

21. Must be able to communicate with Mandarin speaking customers, good command of both verbal and written English and Mandarin to handle Chinese-English translation and liaise with Mandarin-speaking business associates in China.

22. As we are in the wastewater treatment industry, our PUB plant locations are based in Tuas or Changi area.

Our Purpose

IF Security Solution (IF) has established itself as a reliable provider of advanced solutions in the Banking, Telecommunications, and Smart Identity sectors over the past decade. Originally focused on security software and backend systems, the company strategically expanded into manufacturing to effectively bridge digital platforms with physical production, ensuring the highest quality through valuable partnerships.

In addition to its core markets, IF also delivers comprehensive government security document products and solutions. The company develops and manufactures secure identification documents such as e-passports, national ID cards, driver’s licenses, and related data enrolment and personalization systems, providing end-to-end services that address the rigorous requirements of governmental agencies globally.

To meet international standards for travel and identity documents, IF offers ICAO (International Civil Aviation Organization) compliant product solutions. These solutions ensure that electronic passports and other secure documents adhere to globally recognized specifications for security features, biometric data integration, and machine readability.

IF also holds several key industry certifications, including Mastercard for both digital and physical card solutions, which underscores its leadership in secure payments. The company is actively seeking additional certifications from Visa, GPN, PayPak, and global authorities to further enhance its capabilities.

As a technology enabler, IF equips partners with seamless integration, comprehensive security, and optimized performance, advancing the future of secure technology worldwide. With a robust global footprint, IF provides tailored, localized solutions. Headquartered in Singapore, the company operates manufacturing, research and development, and solutions centers throughout Asia, and maintains subsidiaries in Europe, North America, and Latin America.

I. Job Responsibilities

1. Meeting & Project Management

• Coordination & Scheduling: Manage the full process of coordinating internal and external meetings, including booking meeting rooms, sending invitations, resolving scheduling conflicts, and preparing meeting materials.
• Minutes & Follow-up: Attend key meetings, accurately record discussion points, and compile them into clear and structured meeting minutes.
• Execution Supervision: Follow up on decisions and action items from meetings, urge relevant personnel to make progress, and regularly collect and summarize execution status,reporting back to superiors in a timely manner.

2. Client Reception & Relationship Maintenance

• Organization & Coordination: Oversee all aspects of client reception, including itinerary planning, meal reservations, meeting room preparation, and gift management.
• External Communication: Maintain a professional demeanor during receptions, assist in nurturing positive client relationships, and handle any ad-hoc requests that arise during visits.

3. Schedule & Agenda Management

• Dynamic Scheduling: Manage the daily and long-term calendar for the principal, plan time efficiently, and ensure the schedule is both productive and allows for buffer time.
• Priority Setting: Assist in filtering and prioritizing daily agenda items based on urgency and importance, reminding the principal of key tasks in advance.

4. Travel Management End-to-End Arrangements: Handle all travel arrangements for the principal and team, including booking flights and train tickets, hotel accommodations, and ground transportation at the destination.

• Itinerary Support: Prepare detailed travel itineraries to ensure smooth trips and manage any last-minute changes or emergencies that may arise.
• Expense Documentation: Assist the principal in organizing, reviewing, and submitting daily expense eimbursement documents, ensuring compliance with company financial policies.

II. Requirements (Personality &Skills)

1. Proactive: Demonstrates strong initiative, able to identify problems and drive solutions without waiting for explicit instructions.
2. Strong Communication Skills: Possesses excellent verbal and written communication skills in both Chinese and English, capable of communicating and coordinating clearly and appropriately with internal and external parties.
3. Observant & Insightful: Has keen observational skills, able to read situations, anticipate needs (e.g., noticing details for a client visit beforehand, or sensing a shift in meeting atmosphere).
4. Quick Reflexes: Thinks on their feet, able to respond swiftly to emergencies and ad-hoc tasks, demonstrating excellent adaptability.
5. Time-Sensitive: Has a strong sense of time urgency, provides timely feedback, and ensures zero delay in information transmission and task execution.
6. Strong Execution Skills: Results-oriented,ensures every task is acknowledged, followed through, and reported back on. Can efficiently translate instructions into concrete actions and outcomes.

About the company

IF Security Solution Pte. Ltd.

IF, a business and technology think tank, positions itself as both a technology and business enabler, fostering growth in collaboration with local partners. Specializing in advanced digital security solutions across payment, telecommunication, IoT, and transit sectors, IF ensures the safety and efficiency of digital transactions and communications. This strategic approach has cemented their status as a globally trusted partner, promoting innovation and prosperity across all sectors they engage with. IF invested heavily in R&D, with certified VISA, MASTERCARD, and UNIONPAY facilities in China and regional sales offices in Malaysia, Pakistan, Bolivia and Netherlands.

We are seeking a reliable and organized Administrative Assistant to support daily office operations in our hardware supply business. The role involves coordinating administrative tasks, supporting procurement and sales teams, managing documentation, and ensuring smooth communication with suppliers and customers.

Key Responsibilities

• Provide general administrative support to the office and management team.
• Handle phone calls, emails, and correspondence with customers, suppliers, and internal teams.
• Maintain and organize office files, records, and documentation.
• Assist with preparing quotations, purchase orders, invoices, and delivery orders.
• Coordinate with suppliers and logistics teams to track hardware deliveries and inventory updates.
• Support procurement and sales teams with administrative tasks.
• Manage office supplies and ensure smooth office operations.
• Schedule meetings, prepare reports, and assist with data entry.
• Assist with basic accounting tasks such as expense tracking and invoice filing.
• Perform other administrative duties as assigned.

Requirements

• Diploma or equivalent qualification in Business Administration or related field.
• 1–3 years of administrative experience (experience in hardware, construction, or supply industry is an advantage).
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Strong organizational and communication skills.
• Ability to multitask and manage priorities in a fast-paced environment.
• Detail-oriented and responsible.
• Basic understanding of procurement or inventory processes is a plus.