Admin Executive

About Advanced Flavors & Fragrances

Advanced Flavors & Fragrances is a Singapore-headquartered flavour house serving food and beverage manufacturers across the Asia-Pacific region. With facilities in Singapore, Malaysia, the Philippines, Indonesia, Thailand, China and Australia, we offer full in-house creation, analytical, application, and manufacturing capabilities, developing flavours from concept through to commercial supply.

We are part of the VKAFF group, combining over 50 years of flavour science expertise with continued investment in people, technology, and regional expansion. Our team includes experienced flavourists, food technologists, and commercial professionals committed to technical excellence and genuine partnership with our clients.

The Role

We are looking for an Admin Executive to run the day-to-day administration of our Singapore headquarters in Ubi. You will support the team across office administration, couriers and shipments, travel bookings, and finance and HR paperwork. The team is small, so the work is varied and you will see across the whole business, and you will always know who to check with when something is unclear.

What You Will Do

• Keep the office running day to day: pantry and stationery supplies, meeting rooms, equipment, and general upkeep
• Liaise with our regular vendors: cleaning, aircon servicing, IT support, and building management
• Arrange local and overseas couriers, including sample shipments to customers, and track them until they arrive
• Coordinate documents and parcels between the office and our manufacturing site
• Book flights, hotels, and transport for colleagues who travel, and assist with visa applications when needed
• File invoices and receipts, help colleagues submit expense claims, and keep purchase order records tidy for our accounts team
• Schedule interviews, prepare onboarding logistics for new joiners (desk, laptop, access card), and help keep employee and leave records up to date
• Prepare, format, and file letters, reports, and presentations to a clean, professional standard
• Help set up customer visits, meetings, and company events: catering, room setup, and materials
• Other ad-hoc administrative tasks as they come up

What We Are Looking For

• Diploma or degree in Business Administration or a related discipline
• 1 to 3 years of experience in office administration, operations support, or a similar coordination role
• Strong organizational skills and attention to detail, with the ability to handle several tasks at the same time
• Effective written and verbal communication skills in English, as the role prepares business correspondence and liaises with regional partners and vendors
• Proficient in Microsoft Office (Word, Excel, PowerPoint), and comfortable picking up new software quickly
• Resourceful, discreet, and reliable, with a service mindset toward the internal team

Location: 82 Ubi Avenue 4, Edward Boustead Centre, #07-01/02, Singapore 408832

We regret that only shortlisted candidates will be notified. Advanced Flavors & Fragrances is committed to fair and merit-based employment practices.