Sepenuh Masa Workplace - Business Operations Executive Jobs, in Pints AI - Maukerja

We are looking for a hands-on Workplace & Business Operations Executive to keep Pints AI’s office, people administration, payments support, and day-to-day company operations running smoothly as we grow.

This is broader than a traditional office administrator role. You will handle the details that keep the company moving, spot gaps before they become problems, and turn recurring work into clear checklists, reliable records, and better processes. The role is practical and service-oriented, with room to take ownership of small operational projects and introduce sensible automation.

Startup priorities evolve. Your scope will expand with the company, so you should be comfortable switching between routine administration, deadline-driven submissions, employee support, vendor coordination, and unexpected operational needs.

About Pints AI

Pints AI is a Singapore-headquartered AI company building and deploying AI systems for regulated enterprises. We work at the intersection of advanced AI, enterprise operations, security, and real-world implementation.

·      We are a growing team working across Singapore and regional markets.

·      We operate with high ownership, direct communication, and a bias toward action.

·      We value people who can bring structure to ambiguity without creating unnecessary bureaucracy.

·      We care about accuracy, confidentiality, and dependable execution because our work supports regulated organisations.

Responsibilities

Workplace and office operations

·      Own the smooth day-to-day running of the Singapore office (+ regional support) and serve as the first point of contact for office-related needs.

·      Manage pantry, stationery, equipment, deliveries, access, seating, meeting-room readiness, and general workplace upkeep.

·      Coordinate landlords, building management, cleaners, internet providers, maintenance contractors, and other vendors; track service quality, renewals, and costs.

·      Support visitors, candidate interviews, leadership meetings, team lunches, company events, and other workplace logistics.

·      Coordinate business travel and accommodation where required, ensuring bookings and claims follow company policy.

·      Maintain office, equipment, and fixed-asset records and support equipment issuance, returns, repairs, and stock checks.

People administration and employee support

·      Coordinate onboarding and offboarding logistics, including background checks, contracts, personnel files, workplace access, accounts, equipment, and joining information.

·      Maintain accurate employee and contractor records, trackers, and deadline calendars, including probation, insurance eligibility, work-pass renewals, and other recurring actions.

·      Support employment and service-contract administration, signature collection, filing, and follow-up.

·      Assist employees with administrative questions, business-trip claims, health or insurance matters, government-paid leave, reservist claims, and related documentation.

·      Help create a welcoming, organised employee experience and support practical culture and engagement activities.

Finance and business administration

·      Collect, check, code, and organise invoices, recurring bills, expense claims, and supporting documents before routing them for approval.

·      Support monthly contractor and service-provider payments, including invoice preparation, bank-detail verification, transfer documentation, and record filing.

·      Match invoices to transactions and maintain clean, audit-ready records in the company’s finance and shared-drive systems.

·      Track recurring administrative payments, budgets, renewals, and due dates; follow up early to prevent missed deadlines or service interruptions.

·      Prepare supporting documents for grants, reimbursements, government claims, and other submissions, and track each item through completion.

·      Support corporate administration such as company records, resolutions, signature coordination, insurance documents, and service-provider correspondence.

Systems, documentation, and process improvement

·      Maintain clear task trackers, calendars, filing structures, templates, and standard operating procedures so recurring work is easy to find and repeat.

·      Review administrative workflows, identify failure points or duplication, and recommend practical improvements.

·      Use tools and lightweight automation to reduce manual work in areas such as payments, onboarding, claims, reminders, approvals, and document collection.

·      Work across management, Finance, People/HR, sales, and technical teams to close operational gaps and keep actions moving.

·      Take on other administrative and business-operations projects as the company’s needs evolve.

Qualifications

·      Diploma or degree in Business Administration, Human Resources, Finance, Operations, or a related field; equivalent practical experience is welcome.

·      Around 2–4 years of experience in office administration, workplace operations, people operations, business support, or a similarly hands-on role.

·      Experience supporting a startup, technology company, professional-services firm, or other fast-moving environment is an advantage.

·      Comfort working with invoices, vendors, employee records, claims, contracts, and deadline-driven administrative submissions.

·      Strong working knowledge of Google Workspace or Microsoft Office. Familiarity with Asana, Airwallex, HR systems, CRM tools, e-signature platforms, or automation tools is a plus.

·      Good written and spoken English, with clear and professional communication.

Skills and traits we’re looking for

·      We’re an AI startup—you can find AI application opportunities in the operational needs of the company.

·      Exceptional attention to detail—you notice mismatched figures, missing documents, and approaching deadlines.

·      Strong organisation and follow-through—you keep multiple workstreams moving and close the loop without repeated reminders.

·      Service mindset—you enjoy making the workplace easier for colleagues, visitors, and partners.

·      Resourcefulness—you can research an unfamiliar process, find the right owner, and work out the next concrete step.

·      Sound judgement and discretion when handling payroll-adjacent information, contracts, employee records, banking details, and other confidential material.

·      Practical process thinking—you simplify and document work instead of adding unnecessary complexity.

·      Comfort with ambiguity and changing priorities, while remaining calm, accurate, and dependable.

·      Willingness to be hands-on: no task is beneath you when it helps the team operate well.

What success looks like

·      The office is consistently ready, stocked, safe, and welcoming, with issues resolved quickly.

·      Recurring bills, claims, renewals, and submissions are accurate, documented, and completed on time.

·      Company files, trackers, and administrative records are current, easy to navigate, and audit-ready.

·      Recurring work becomes easier over time because you improve the checklist, template, ownership, or automation behind it.

·      Colleagues trust that operational details will be followed through without losing sight of cost, policy, or confidentiality.