The posting
About STYL Solutions
Ride on the wave of Industry 4.0! Join STYL Solutions in the forefront of using Fintech and IoT technologies for smart city/nation transformation. Headquartered in Singapore with R&D center in Vietnam, STYL Solutions designs, develops, and supplies hardware, software and integrated solutions for applications in payment, loyalty management, location tracking, self-service operation, telemetry.
Our market segment coverage extends from financial services, retail, mass transit, education to social services markets in Singapore and South Asia Pacific.
Our vision is to use Fintech and IoT to create smart and efficient cities that enhance Quality of Life through convenience and healthier living.
Job Description
We are seeking an organized, proactive, and detail-oriented Administrative Officer to oversee our daily office operations and streamline administrative procedures. In this role, you will act as the operational backbone of our organization—managing facility logistics, coordinating cross-department communications, overseeing office inventory, and ensuring regulatory and company compliance. The ideal candidate is an adept problem solver with exceptional organizational skills and a strong client-service mindset.
Key Responsibilities
Office Operations & Facilities
- Manage day-to-day office logistics, facility maintenance, and workplace environment to ensure a clean, safe, and efficient office.
- Serve as the primary point of contact for external office supplies and maintenance vendors, landlords, utility providers, and IT related supply and support services.
- Monitor office inventory (supplies, equipment, refreshments) and handle procurement within established budgets.
- Perform other ad-hoc office-related tasks and projects as needed
Administrative Support
- Prepare, format, and maintain company documents, ISO records, reports, and standard operating procedures (SOPs).
- Co-ordinate with the finance team to ensure operating expenses are paid on-time and tracking operating expense reports.
- Maintain organized physical and digital filing systems with strict data privacy and confidentiality standards.
Scheduling & Event Coordination
- Manage executive calendars, schedule company-wide meetings, and coordinate room bookings.
- Plan/support in executing internal/external corporate events, team-building activities, and staff meetings.
- Organize travel arrangements, accommodations, and itineraries for team members and visiting executives
Communication & HR Assistance
- Act as the central point of contact for internal staff inquiries regarding office policies and administrative workflows.
- Welcoming and serving incoming visitors, managing the main phone line, and direct general inquiries to the appropriate personnel.
- Support HR with new employee onboarding, including workplace setup, card access, and initial office orientation.
Required Skills & Qualifications
- Education: Diploma in Business Administration/ Hospitality and Management or relevant
- Experience: Minimum 2-3 years of proven experience as administrative officer or equivalent role. Experience in managing vendors including negotiation of contracts and quotation. Prior experience in handling certification audits (e.g. ISO 9001, 140001 etc.) will be an added advantage. Prior experience in managing travel arrangements for employees will be an added advantage.
- Software Proficiency: Proficient in Microsoft Office (especially Excel) or Google Workspace
- Compliance: Basic knowledge/ understanding of Regulatory & Safety Compliance e.g. BizSafe/ISO standards preferred
- Adaptability: Ability to work in a fast-paced SME environment and handle impromptu situations professionally
- Detail Orientation: Exceptional attention to detail and commitment to maintaining data accuracy for all office matters such as tracking records, travel bookings etc.
- Data & Process Management: Demonstrated ability to document, simplify, and comply with existing processes for efficiency.
- Composure Under Pressure: Proven ability to manage ad-hoc peak workloads and critical deadlines calmly and effectively.
- Communication & Interpersonal Skills: Strong ability to communicate clearly in both writing and verbal to iterate office policies to employees across departments. Able to handle confidential information with professionalism. Ability to build a reliable and approachable relationship with all stakeholders.
What measures the success of the role
- Operational Efficiency: Smooth daily office operations with well-maintained facilities, minimal disruption to workflows, and timely vendor/procurement management within budget.
- Administrative & Financial Accuracy: Timely processing of operating expenses in coordination with finance, precise expense tracking, and organized physical and digital records.
- Compliance & Quality Management: High standard of document control and ISO/regulatory compliance, ensuring successful audits and adherence to safety standards.
- Stakeholder Satisfaction & Service Excellence: Positive feedback from internal staff and management on communication, event execution, calendar management, and onboarding support.
