Administrative Assistant/ Executive (Marketing Dept)

About the role

We are seeking a detail-oriented and resilient Administrative Assistant to support our marketing operations in Singapore. This role is critical in ensuring smooth financial processes, vendor management, and logistics coordination for marketing activities. The ideal candidate thrives in a compliance-driven environment, excels at handling administrative tasks with precision, and demonstrates resourcefulness and initiative in troubleshooting system and process challenges.

Responsibilities

• Purchase Orders & Invoices
• Process, track, and reconcile purchase orders (POs) and invoices with high accuracy
• Ensure all transactions comply with company policies and financial controls
• Maintain proper documentation and audit-ready records
• Vendor Management
• Create, onboard, and manage vendor profiles in internal systems
• Maintain up-to-date vendor records and documentation
• Coordinate communications with vendors, including contract follow-ups and payment status
• Financial Coordination
• Partner with the Finance team on quarterly accruals and budget tracking
• Support expense reporting and ensure alignment with marketing budgets
• Monitor financial timelines and flag discrepancies proactively
• Logistics & Delivery
• Coordinate logistics for marketing campaigns, including shipment of samples and event materials
• Manage timelines and ensure timely delivery of products and assets
• Liaise with internal teams and external suppliers for seamless execution
• Compliance Processes
• Ensure all processes, documentation, and workflows meet internal compliance requirements
• Follow through on approvals, documentation, and governance procedures meticulously
• Support audit readiness and maintain organized records
• Troubleshooting & Systems Support
• Identify and resolve system-related or process issues efficiently
• Escalate complex issues to relevant stakeholders when necessary
• Continuously improve workflows by suggesting practical solutions

Requirements

• Diploma or Degree in Business Administration, Marketing, or a related field with minimum 2 years of experience in administrative, marketing operations, or finance support roles
• Strong attention to detail with excellent organizational skills
• Familiarity with PO, invoicing, and vendor management processes
• Comfortable working with compliance-heavy and process-driven tasks
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); experience with ERP or procurement systems is a plus
• Strong stakeholder management skills
• Interested parties, kindly click on the apply button. Alternatively, you can share your CV at joleyn.chin@randstadsourceright.com.sg
• EA License: 94C3609
• Reg No: R1440247

Additional Information

Administrative Assistant/ Executive (Marketing Dept) 1 year contract, potential to renew Come and join us! Do you wish to work in a world-class organization trying your hands at something you have dreamt of doing? "FIND YOUR PLACE" by joining a world-class US Consumer company Get an opportunity to explore new technology, learn new skills, enjoy the diverse and open culture, engagement and care, flexible working model, career opportunities, competitive salary and bonus, and endless amenities and benefits. Company Description: Our client is an American consumer health company. It is the proprietor of well-known consumer brands. They combine the power of science with meaningful human insights to empower people around the world to live healthier lives.

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