Admin. Executive

Job Overview 

The Office Administrator will play a critical role in supporting the administrative needs of the Singapore office. This role involves coordinating travel arrangements for senior leadership, managing office upkeep, handling vendor relationships, supporting Information Systems (IS) logistics, and organizing supplies to maintain a comfortable and well-equipped workspace. This role requires excellent organizational skills, a high level of discretion, and an ability to juggle multiple priorities in a dynamic environment. 

Key Responsibilities 

1. Travel and Expense Management

• Travel Coordination: Manage travel arrangements for Vice Presidents, including booking flights, accommodations, and transportation, ensuring adherence to company travel policies.
• Visa Applications: Oversee visa requirements for international travel, including processing applications and tracking renewals as needed.
• Expense Reporting: Ensure timely submission of expense reports for Vice Presidents, meticulously maintaining records of receipts and documents with strict confidentiality.

2. Office Maintenance and Facilities Management

• Housekeeping Oversight: Ensure the office environment is consistently clean and orderly, coordinating regular cleaning and maintenance schedules.
• Equipment and Facility Management: Oversee the upkeep of office equipment (e.g., printers, copiers) and office amenities, coordinating necessary repairs and replacements as needed.
• Vendor Management: Manage relationships with service vendors for air conditioning, pest control, and equipment maintenance. Handle building security clearances, ensuring vendor access and compliance with facility protocols. Maintain records of vendor contracts, create and track purchase orders, and monitor payment schedules to ensure timely settlements and service continuity.

3. Information Systems Coordination

• Asset Management: Serve as the primary point of contact for IS asset management, overseeing the office's inventory of laptops, accessories, and other equipment.
• Assignment and Return Coordination: Ensure that all IS assets are properly assigned to new hires, tracked throughout usage, and collected upon employee resignation.
• Collaboration with IS Team: Coordinate with IS for PC refresh cycles, equipment upgrades, and asset disposal, ensuring efficient and compliant handling of IT resources.
• Technical Support Liaison: Act as the local contact for troubleshooting and coordinating technical support with IS, ensuring minimal disruptions to office productivity.

4. Office Supplies and Pantry Management

• Weekly and Monthly Ordering: Manage the ordering of fresh fruits weekly and pantry supplies on a monthly basis to ensure all employees have access to refreshments and office necessities.
• Create and manage purchase orders, ensuring a seamless supply chain and timely vendor payments to maintain a well-stocked pantry and office.
• Monitor stock levels and maintain inventory records to avoid shortages or excess, ensuring cost-effective procurement practices.

5. Meeting and Event Coordination

• Internal Meetings: Coordinate logistics for internal meetings, including scheduling, room setup, and any necessary materials or equipment.
• Offsite Meetings and Events: Organize offsite meetings and team events, handling venue selection, transportation, catering, and all other event logistics to ensure smooth operations.
• Support for Cross-Functional Meetings: Provide administrative support for larger meetings involving cross-functional teams, including setting up virtual conferencing tools, agendas, and coordinating attendee requirements.

6.  Ad-Hoc Duties

• Additional Administrative Support:  Take on any ad-hoc tasks as assigned, including special projects, report preparation, and other tasks that contribute to the smooth functioning of the office.
• Reception Coverage (when required):  Occasionally provide front-desk support to greet visitors, manage incoming calls, and handle general inquiries professionally.

Skills and Qualifications 

• Education:  Diploma in Business Administration, Office Management, or related field preferred.
• Experience: 3+ years of experience in an office administration role, ideally within a multinational environment.
• Skills:  Proficiency in Microsoft Office Suite, strong organizational and multitasking abilities, and excellent communication skills.
• Attributes: A proactive approach, strong attention to detail, discretion with sensitive information, and a team-oriented mindset.

Personal Attributes:  

• Ability to work independently and handle multiple tasks with competing deadlines. 
• Strong interpersonal skills to effectively communicate with colleagues and vendors. 
• High degree of professionalism and confidentiality.