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Architectural and Office Administrator

studioMilou Singapore · Singapore · Full-time · On-site · 5+ years’ experience

About studioMilou

studioMilou is an international architectural practice based in Singapore, Hanoi and Paris, working across a range of project types including heritage, adaptive reuse, high-end residential and others. We are looking for a well-presented and highly organised administrator to support our Singapore studio.

Overview

This is an administrative role at the centre of a small international practice, combining support to our architectural teams with responsibility for the smooth running of the Singapore studio. You will assemble tender and competition submissions, maintain the filing system and issue invoices, while managing the directors’ schedules and travel, and keeping the studio well-ordered and equipped.

You will report to the Managing Director.

What you will do

•  Coordinate with the architectural teams on the assembly and issue of tender and competition submissions, ensuring these are complete, well presented and delivered to deadline

•  Assist the teams with formatting, checking and the issue of documents, reports and submissions

•  Maintain the studio’s filing system, digital and paper, and log correspondence and drawing issues systematically

•  Track/prepare client invoices and monitor payments, and process supplier invoices and expense claims

•  Manage software licences, keeping renewals, allocations and records up to date

•  Maintain the directors’ schedules and arrange their travel

•  Organise meetings, prepare minutes

•  Maintain administrative and staff records, assist with work pass administration, and coordinate as needed with colleagues in Hanoi

•  Act as a point of contact for clients, consultants and visitors

•  Oversee the upkeep and overall presentation of the studio: manage office supplies, equipment and IT support, liaising with building management and suppliers, cleaning services, etc.

Requirements

•  At least five years’ experience within an architectural, design, engineering practice in Singapore

•  Excellent written and spoken English

•  Strong organisational skills and close attention to detail

•  Strong writing skills, with a good eye for well-presented documents, and proficiency in Word and Excel

•  Experience with invoicing and bookkeeping

•  The ability to manage deadlines and anticipate what is needed

•  Proficiency in Adobe Photoshop and Microsoft PowerPoint an advantage, as is a working knowledge of accounting software such as Xero or QuickBooks, familiarity with Adobe InDesign.

•  Excellent personal presentation and a courteous, professional manner

•  Complete integrity and discretion in handling confidential information

To apply a pplicants must have the right to work in Singapore. Singapore citizens, Permanent Residents and holders of a valid Singapore work pass are welcome to apply.

Please send a letter of interest and your CV to the HR Director at , to arrive before 5 August 2026.

CuriousCore  is looking for an experienced, organised and dependable Accounts & Office Administrator  to support our finance and day-to-day business operations.

You will manage routine accounting activities, maintain accurate records and ensure that administrative processes run smoothly and report directly to the General Manager (SG & MY). This role is suitable for someone who enjoys hands-on work, takes ownership of details and can manage multiple priorities in a growing organisation.

• Manage accounts payable and accounts receivable, including invoice preparation, payment processing and collection follow-ups.
• Record and categorise financial transactions accurately in the accounting system, Xero.
• Perform monthly bank and payment-platform reconciliations with our freelance accountant asssistance.
• Maintain complete supporting documents for purchases, expenses, payments and receipts.
• Process employee expense claims and verify that submissions comply with company policies via our HRMS.
• Monitor cash balances, outstanding receivables and upcoming payment obligations.
• Liaise with customers and vendors on invoices, payments and account-related enquiries.
• Coordinate with the company’s external accountant, auditor, tax agent and corporate secretary in Singapore and Malaysia.
• Support month-end and year-end closing activities.
• Assist with GST submissions, audits and statutory reporting where applicable from 2027 onwards.
• Maintain proper digital filing and retention of financial records.

• Coordinate monthly payroll inputs, including leave, claims, commissions or other adjustments.
• Maintain accurate employee records, leave information and administrative documentation.
• Support onboarding and offboarding activities, including document collection, equipment coordination and account administration.
• Support with key contract signing and company documents with shareholders.
• Comply with Singapore and Malaysia accounting and labour laws with SME consultation.

• Manage office supplies and equipment.
• Coordinate with service providers e.g. cleaning.
• Maintain organised physical and digital filing systems.
• Support meeting, event and training logistics where required.
• Assist management with scheduling, document preparation and ad hoc administrative tasks.
• Identify opportunities to simplify or automate recurring finance and administrative processes using AI tools.

• Diploma, degree or professional qualification in Accounting, Finance, Business Administration or a related discipline.
• 4–7 years of relevant experience  in accounts, finance administration or office administration.
• Practical experience managing accounts payable, accounts receivable, invoicing and finance operations.
• Working knowledge of Singapore (and Malaysia) accounting and business-administration practices.
• Proficiency in Microsoft Excel or Google Sheets.
• Experience with accounting software such as Xero or a comparable platform.
• Strong attention to detail and a consistent record of meeting deadlines.
• Good written and verbal communication skills.
• Able to work independently, prioritise competing requests and follow through on tasks.
• High level of integrity and discretion when handling financial and employee information.
• Comfortable working in a lean environment where responsibilities may evolve.

• Experience supporting a small or medium-sized enterprise.
• Familiarity with payroll, CPF, GST and audit-support processes.
• Experience working with external accountants and corporate-service providers.
• Confidence in improving workflows using spreadsheets, cloud applications and automation tools.
• Service-oriented, resourceful and willing to help beyond a narrowly defined job scope.

• $250 WFH budget (one-time)
• Insurance and Medical subsidy
• Annual $500 Mental Health Subsidy for Therapy and Coaching (or Dental)
• Annual $1500 learning and self-development subsidy
• Quarterly Team Day offsite retreat
• Work from home at least two days a week
• Free access to any short courses by CuriousCore and learning partners
• Work in a newly renovated office in Woodlands
• 14 days paid annual leave
• 4 days paid self-care leave a year
• Discretionary 13th month annual bonus
• Individual KPI and Company Revenue bonus
• Paid parental leave for Singaporeans & Singapore PRs
• A company work laptop will also be provided for your use

The role

The Executive Administration Coordinator provides the operational and administrative backbone of the Executive Office, ensuring the smooth day-to-day running of a fast-paced disputes practice. You will work closely with, and report to, the Head of the Executive Office, coordinating the administrative, logistical and organisational matters that allow the Executive Office to operate seamlessly.

What you will own

• Coordinate diaries, meetings, travel, logistics and executive schedules.
• Prepare documents, meeting materials, correspondence and administrative records to a consistently high standard.
• Support billing, expense claims and reimbursements at the coordination and preparation stage, working with the finance team, which retains control and execution of all financial processing.
• Maintain organised electronic and physical filing systems with accuracy and confidentiality.
• Coordinate internal meetings, action trackers, events and executive projects.
• Use AI and technology to improve efficiency and streamline administrative processes.
• Provide reliable administrative support across confidential matters and ad hoc projects.

What we are looking for

• Highly organised, meticulous and accurate.
• Takes pride in high-quality work and manages multiple priorities calmly.
• Proactive, dependable and resourceful.
• Communicates professionally with people at all levels.
• Embraces technology and AI to improve how they work.

Experience and qualifications

• At least 3 years' experience in executive administration, legal secretarial or executive support, preferably within legal or professional services.
• Excellent organisational and communication skills.
• Strong Microsoft Office proficiency and confidence using AI tools such as ChatGPT, Copilot or similar.
• Experience with legal practice management systems is an advantage.

Responsibilities

• Coordinate domestic and international business travel arrangements, including flights, accommodation, transportation, and visa applications.
• Liaise with travel agencies, airlines, hotels, visa service providers, and employees across different regions, including Mandarin-speaking stakeholders, to facilitate travel arrangements and resolve travel-related issues.
• Support daily office administration and general administrative operations.
• Assist with company events and other administrative tasks as assigned.
• Provide timely support for urgent travel-related matters when required.

Requirements

• Bachelor's degree or above in Business Administration, Hospitality Management, Tourism Management, Operations Management, or other related disciplines.
• Strong organizational, communication, and coordination skills.
• Detail-oriented with the ability to manage multiple tasks in a fast-paced environment.
• Proficient in Microsoft Office applications.
• Proficiency in English and Mandarin to communicate with travel service providers and employees across different regions as part of daily travel coordination responsibilities.

Contracts Administration Manager– UAE

Job Overview

Our client, a leading offshore engineering and construction organization in the UAE, is looking for experienced Contracts Administration Manager to support the execution of large-scale offshore and subsea projects. This role will be based in Taiwan.

Responsibilities:

• Lead and manage QS/CA resources ensuring that section/company set target and goals are met
• Develop and improve section / commercial procedures at both project and corporate levels
• Develop, upgrade and enhance QS automated systems and ensure their implementation with accuracy
• Develop and enhance QS function to ensure maximum recovery of revenue
• Review and recommend training requirements for QS staff to ensure they are adequately skilled
• Oversee resource allocation and workload distribution for all projects to ensure that adequate resources are available to cover the work requirements
• Review tender documents, RFQs, bids, awarded POs/Subcontracts and advice amendments/clarifications to Commercial/H-Sub/MPR/PDs and prepare strategies to avoid/minimize risks
• Provide comprehensive analysis and advice to management on contractual issues recommending/implementing appropriate courses of action to ensure company interests are protected
• Provide guidance to projects on major issues and manage contract major variations and disputes with clients/subcontractors/suppliers providing contractual interpretation as and when required
• Manage claims preparation and actively participate in claim analysis, recommendations and dispute resolution
• Review application of contracts/subcontracts/PO conditions and price schedule with PM/Project QS and proposes revisions to be in line with current practices

Requirements:

• Bachelor's Degree in Quantity Surveying, Engineering, Law or Business Management
• Minimum 15 years of experience in the domain of Contracts Admin, Quantity Survey, Estimation, Oil and Gas EPC contracts
• Aware and knowledge of the onshore/offshore oil and gas/EPC industry
• Must possess expertise in contractual/legal terms & standards, contracts administration, claim preparations/analysis and defense, commercial and financial analysis
• Proficient in technical/commercial reporting and contractual correspondences
• Excellent supervisory and team management skills
• Mandarin Chinese proficiency is required (read, write, and speak) as the role involves coordination with China and Taiwan based shipyards, vendors, contractors, and project personnel.

A Day in Your Life at MKS

As a Site Administrative Coordinator, you will be the primary point of contact for our Singapore Center of Excellence, ensuring the smooth day-to-day operation of the site while delivering a positive employee and visitor experience. You will provide administrative and operational support to site leadership, coordinate travel and logistics for visitors, support onboarding activities, and help foster an engaging workplace culture.

This is an excellent opportunity for a proactive and highly organized professional who enjoys balancing administrative excellence with employee engagement and event coordination.

Key Responsibilities

• Provide administrative support to the Site Director and site leadership team.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and visitor logistics.
• Manage meeting schedules, conference room bookings, and site visits.
• Prepare and process purchase requisitions, invoices, expense reports, and other administrative documentation.
• Maintain accurate records, site documentation, and office files.
• Office & Site Operations
• Serve as the primary point of contact for office administration and facilities-related matters.
• Coordinate with vendors, building management, and service providers to ensure smooth site operations.
• Manage office supplies, equipment, and general workplace requirements.
• Support health, safety, and compliance-related administrative activities as required.
• Support employee onboarding activities, including new hire coordination and site orientation.
• Organize employee engagement activities, recognition programs, town halls, and site-wide events.
• Partner with HR and site leadership to promote a positive workplace culture and employee experience.
• Help drive initiatives that contribute to making MKS Singapore a great place to work.

Qualifications & Experience

• Minimum Diploma qualification in Business Administration, Office Management, Human Resources, or a related discipline.
• At least 4 years of administrative, office management, executive support, or employee engagement experience.
• Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Experience coordinating travel arrangements, meetings, events, and vendor interactions.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Experience supporting senior leaders in a multinational environment.
• Experience with ERP systems, Workday, Concur, or similar business applications.
• Prior experience in a technology, manufacturing, engineering, or semiconductor environment.

Why Join MKS?

At MKS, you'll play a key role in shaping the employee experience and supporting the daily operations of a growing, innovative organization. You'll work closely with leaders across the business, gain exposure to a dynamic technology environment, and contribute to creating an engaging and collaborative workplace culture.

About the Role

Role responsibility: Office leasing/ office site selection/ office admin management

What You'll Be Doing: You'll be one of our first local admin team members in Singapore, owning exciting and meaningful tasks:

Responsibilities

• Be responsible for Singapore local business rollout and daily operational support
• Assist in office leasing communication, negotiation and renovation coordination in Singapore
• Handle company registration , store licenses, qualifications and relevant government approval procedures
• Assist in store staff recruitment and daily HR administrative matters
• Support HQ staff on travel arrangement, meeting coordination and passport related affairs
• Manage daily office administration, procurement and equipment maintenance

Qualifications

• Bachelor degree or above; Singapore Citizen or PR holder
• Minimum 2 years working experience in Chinese-funded enterprises
• Familiar with Singapore venue leasing, renovation coordination, license application & government approval procedures
• Fluent in Mandarin with good communication and coordination skills
• Strong data organization and analytical skills

Required Skills

• Bachelor degree or above; Singapore Citizen or PR holder
• Minimum 2 years working experience in Chinese-funded enterprises
• Familiar with Singapore venue leasing, renovation coordination, license application & government approval procedures
• Fluent in Mandarin with good communication and coordination skills
• Strong data organization and analytical skills

Preferred Skills

• Prior working experience supporting Chinese enterprises or background in large FMCG companies is a plus.
• Stable career background is highly preferred.

Pay range and compensation package

Monthly salary: SGD 3,000 – 6,000, negotiable for right candidate. Standard local benefits and career development opportunities provided.

Equal Opportunity Statement

We are committed to diversity and inclusivity.

About BIT:

BIT (formerly Matrixport) is a global digital asset financial services and infrastructure group. Headquartered in Singapore and founded in 2019, BIT bridges traditional finance and digital assets through governance-driven financial services and technology.

The firm manages over US$7 billion in assets and facilitates more than US$7 billion in monthly trading volume. BIT offers services including custody, trading, asset and wealth management, liquidity and financing solutions, and tokenised real-world assets (RWA), serving institutional and professional investors globally.

BIT Group entities maintain a licensed and regulated footprint across Singapore, Hong Kong, Switzerland, the United Kingdom, the United States and Bhutan.

For more information, visit

Why Join Us:

At BIT, we tackle complex problems as a team. We encourage openness and promote transparency, respect, and inclusivity. Every team member is valued and has a voice that can be heard. We are always in search of intellectually curious and entrepreneurial individuals who are keen on making an impact in the crypto ecosystem and in building a better product for the next one billion users.

Job Responsibilities:

1. Internal Workflow & Document Administration

• Initiate and manage all Legal Department requests within the Group's internal management system — including payment applications, contract execution, and document approval workflows.
• Proactively track the progress of finance approvals, follow up on rejected or pending items, and ensure all workflows are completed.
• Scan, electronically archive, and register the dispatch and return of all executed original documents — maintaining a complete and auditable document trail at all times.

2. Offshore Entity Records & Corporate Governance

• Maintain and continuously update a master corporate information register for all entities — covering shareholders, directors, share capital, registered addresses, and key statutory details. Ensure all records are current, accurate, and immediately retrievable.
• Coordinate with external company secretarial firms to manage the full lifecycle of offshore entities — including new incorporation/registration processes and the dissolution or striking-off of inactive entities. Collect and archive all process documents end-to-end.
• Act as the internal coordination point for all corporate change requests — including shareholder changes, director appointments and resignations, and share capital adjustments. Issue instructions to external secretarial firms, transmit required documentation, and track all changes through to government system confirmation.
• Manage the complete electronic filing of all corporate documents arising from incorporation, dissolution, and change processes — including certificates of incorporation, memoranda and articles of association, shareholder registers, board resolutions, and regulatory approvals — filed under a standardised naming convention and folder structure on the Legal Department cloud drive.

3. Global Statutory Compliance & Filing Coordination

• Identify, track, and manage statutory compliance deadlines across all Group jurisdictions — including Hong Kong, Singapore, BVI, Cayman Islands, Switzerland, and others — covering annual returns, economic substance filings, accounting record maintenance, and other regulatory submissions.
• Coordinate with internal support departments and external company secretarial firms to collect required internal data ahead of deadlines and ensure external parties submit all filings on time and in good order.
• Conduct preliminary review of annual service fee invoices and ad-hoc change service invoices received from external secretarial firms and law firms — verify reasonableness and accuracy before initiating payment through the OA system.

4. Internal Stakeholder Support & Information Management

• Serve as the primary internal point of contact for queries from business units regarding company basic information, group organisational structure charts, and director/shareholder registers.
• Apply internal information classification and disclosure protocols — provide standard-format materials for routine requests and route complex, sensitive, or non-standard requests to the appropriate Legal team member.
• Maintain an up-to-date group structure chart and ensure it is accessible to authorised internal stakeholders at all times.

5. Certified True Copies, KYC & Due Diligence Support

• Prepare certified true copies (CTC), notarised documents, and apostilled documents — including constitutions, certificates of incorporation, and director/shareholder registers — in support of Finance, Business, and Legal team requirements.
• Compile comprehensive KYC documentation packages for bank account openings, law firm due diligence, and financing due diligence exercises — collecting, organising, and packaging all company qualification documents under standardised naming conventions.
• Coordinate the urgent courier dispatch of original documents to offshore law firms or company secretarial providers — track logistics end-to-end and confirm receipt to the requesting team.

Job Requirements:

• Minimum 3–5 years of experience in a Corporate Secretary, company secretarial, or entity management role within a corporate legal department, law firm, or professional services firm.
• Prior experience managing offshore entities across multiple jurisdictions — particularly BVI, Cayman Islands, Hong Kong, and Singapore — is strongly preferred.
• Demonstrated experience working with external company secretarial firms and law firms across multi-jurisdictional entity portfolios.
• Background in financial services, fintech, digital assets, or a similarly complex, multi-entity corporate environment is advantageous.
• Experience supporting KYC documentation preparation, due diligence exercises, or bank account opening processes is a strong plus.
• Fluency in both written and spoken English and Mandarin Chinese is required — the role involves regular communication with Mandarin-speaking internal stakeholders and external parties across Greater China and Southeast Asia.

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