Admin Executive

Job Summary

Soliton is a high-technology software company working with global companies across the Semiconductor, Medical Devices, Automotive, Industry 4.0, and Robotics industries. We are looking for an Admin Executive to support the smooth and efficient functioning of our day-to-day administrative and workplace operations.

The Admin Executive will be responsible for coordinating procurement, vendors, asset and material movement, courier and shipment activities, accommodation, events, training programs, and general workplace requirements. The role requires strong coordination and follow-up skills, attention to detail, and the ability to work effectively with employees, vendors, and external service providers.

This role offers an opportunity to work in a dynamic technology environment where efficient administration and workplace support play an important role in enabling our teams to focus on delivering great solutions to our customers.

Position Overview: We are looking for a proactive and organized Admin Executive who can take ownership of day-to-day administrative activities and ensure that workplace and operational requirements are completed smoothly and on time.

You will work closely with internal teams, vendors, suppliers, courier partners, accommodation providers, and other external service providers. The role involves coordinating multiple activities simultaneously, maintaining accurate records, following up with stakeholders, and ensuring that administrative requirements are completed within timelines and budgets.

If you are someone who is organized, dependable, proactive, good at follow-ups, and enjoys coordinating with people and getting things done, we would love to meet you!

Responsibilities

Procurement Vendor Coordination

• Identify and procure office materials, equipment, consumables, and other administrative requirements.

• Obtain quotations from vendors and prepare comparative statements for evaluation.

• Coordinate with vendors and suppliers for quotations, purchase orders, deliveries, and payments.

• Build and maintain effective relationships with vendors and service providers.

• Follow up with stakeholders to ensure timely completion of procurement activities.

  Asset Material Management

• Manage the inward and outward movement of IT assets, customer materials, office equipment, and other company materials.

• Maintain accurate records and trackers for asset and material movements.

• Coordinate with internal teams for asset dispatch, receipt, and tracking.

• Ensure appropriate documentation and approvals are completed for material movement.

• Follow up to ensure materials and assets reach the intended destination on time.

  Courier Shipment Management

• Pack and dispatch materials securely as per requirements.

• Prepare courier and shipment documentation.

• Coordinate with courier and logistics partners for pickup and delivery.

• Track shipments and provide timely status updates to stakeholders.

• Maintain accurate courier and shipment records.

  Accommodation Travel Support

• Coordinate accommodation arrangements for employees, guests, trainers, and customers.

• Coordinate with hotels and accommodation providers for bookings and related requirements.

• Maintain accommodation records and trackers.

• Support travel-related logistics as required.

  Event Training Coordination

• Coordinate logistics for internal events, workshops, training programs, and employee engagement activities.

• Arrange meeting rooms, venues, food, transportation, materials, and other event requirements.

• Coordinate with vendors and internal stakeholders for smooth event execution.

• Support event planning, execution, and post-event activities.

• Ensure logistical requirements are completed within timelines and budgets.

  Administrative Documentation Tracking

• Maintain administrative trackers and ensure they are updated accurately and on time.

• Maintain records related to procurement, vendors, courier dispatches, assets, inventory, accommodation, and events.

• Ensure proper filing and retrieval of administrative documents.

• Prepare reports and status updates as required.

  Workplace Facilities Support

• Support day-to-day office administration and workplace operations.

• Coordinate with vendors for maintenance, repairs, housekeeping, security, and other facility-related requirements.

• Assist with logistics arrangements for meetings, visitors, events, and other office activities.

  Qualifications

• 2+ years of experience in administration, office operations, facilities coordination, or a similar role.

• Good verbal and written communication skills.

• Good coordination, follow-up, and organizational skills.

• Basic to good knowledge of MS Office, particularly Excel.

• Ability to maintain trackers, records, and administrative documentation accurately.

• Ability to coordinate effectively with internal teams, vendors, suppliers, and external service providers.

• Ability to handle multiple activities and priorities simultaneously.

• Strong attention to detail and ownership of assigned responsibilities.

• Willingness to work from the office and handle day-to-day administrative requirements.

  Good to have

• Experience in procurement and vendor management.

• Experience in asset or inventory management.

• Experience coordinating courier and logistics activities.

• Experience in accommodation, travel, event, or training coordination.

• Exposure to facilities or workplace administration.

• Experience working in a technology or corporate office environment.

• Knowledge of basic purchase order, quotation, invoice, and payment processes.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.