Admin Executive

About the role

The Admin Executive manages the smooth day-to-day operation of the office, including pantry and office supplies, courier and mail arrangements, front desk coverage, visitor management and general housekeeping. This role involves managing office facilities and equipment, coordinating with building management and vendors, and ensuring the office runs efficiently.

Key responsibilities

• Manage the smooth day-to-day operation of the office, including pantry and office supplies, courier and mail arrangements, front desk coverage, visitor management and general housekeeping.
• Manage office facilities and equipment, such as air-conditioning, photocopiers, door access and meeting rooms. Liaise with building management and vendors for maintenance and repairs.
• Manage office vendors and service providers. Obtain quotations, coordinate services, monitor contracts and follow up on outstanding issues.
• Manage monthly administrative payments, including office rental, utilities, maintenance, subscriptions and vendor invoices. Ensure all bills are checked, submitted and paid on time, with proper records maintained.
• Manage office procurement and inventory, including stationery, pantry supplies and other office requirements. Monitor stock levels and arrange timely replenishment.
• Coordinate IT asset arrangements, including laptops, monitors, peripherals and mobile lines. Maintain asset records and coordinate the issuance and collection of equipment for new hires and leavers.
• Work closely with Singapore on IT procurement and troubleshooting matters.
• Arrange employee travel requirements, including hotel and flight bookings, travel insurance and other related arrangements.
• Coordinate office events, employee engagement activities and company activities, including venue, catering and logistics arrangements.
• Provide administrative and logistical support for corporate, marketing and employer branding activities, including event and collateral arrangements.
• Prepare and distribute office announcements, internal communications, memos and administrative reports when required.
• Maintain proper records and filing of invoices, contracts, payments, vendor documents and other administrative documents. Keep track of recurring payments, renewals and other monthly administrative tasks to ensure they are completed on time.
• Identify and improve administrative processes and procedures to ensure the office is organised and runs efficiently.
• Provide general administrative support to employees and management, including documentation and other office-related matters.
• Provide HR administrative support when required, such as interview coordination, onboarding logistics, training registration, employee engagement activities and general HR documentation.
• Undertake other administrative duties and projects as assigned.

About you

• Diploma in Business Administration or a related field
• Minimum 2 years of relevant experience as an Administrative Executive, preferably with exposure to HR administrative support
• Pleasant, open personality with the ability to interact easily across all levels of staff and external vendors
• Structured and organized, with strong multitasking ability and a keen eye for detail
• Independent, resourceful problem solver who can work with minimal supervision
• Able to work effectively under pressure and adapt quickly to changing priorities in a fast-paced environment
• Proficient in MS Office (Word, Excel, PowerPoint); comfortable using scheduling and collaboration tools (e.g. Outlook, Teams)