Admin Executive

Responsibilities:

Administrative Support

• Manage daily office operations to ensure smooth functioning.
• Prepare, format, and distribute internal communications, notices, and reports.
• Assist with scheduling meetings, booking meeting rooms, and coordinating calendars.
• Maintain accurate records, filing systems, and databases.

Mail & Supplies Management

• Open and distribute incoming mail and packages promptly.
• Order and maintain office supplies such as stationery, pantry items, and other necessary materials.
• Collate supply requests from other offices and coordinate fulfillment and delivery.

Front Desk & Visitor Management

• Greet and assist visitors, serving as the first point of contact for the office.
• Handle incoming calls and direct them to the appropriate staff.

Facilities & Vendor Coordination

• Act as the primary contact for office renovation or facilities-related issues.
• Liaise with contractors, vendors, and service providers to ensure timely resolution of office maintenance matters.
• Monitor office equipment and furniture, arranging repairs or replacements when necessary.

Office Environment & Compliance

• Maintain clean and organized meeting rooms and common spaces.
• Ensure compliance with health, safety, and security standards within the office.
• Support HR and management in implementing office policies and procedures.

Finance & Procurement Support

• Assist with processing invoices, petty cash claims, and expense reports.
• Track office-related expenditures and provide monthly updates to management.

Employee Support

• Coordinate onboarding logistics for new hires (workstation setup, access cards, supplies).
• Support staff with administrative requests and ensure smooth day-to-day operations.

Ad-hoc Duties

• Undertake any other administrative tasks as assigned to support business needs.

Requirement

• Prior experience as a receptionist, administrative assistant, or in a similar role preferred.
• Entry-level candidates are welcome to apply.
• Strong organizational skills with the ability to multitask.
• Attention to detail and ability to handle confidential information.
• Proficient in MS Office Suite and office equipment.
• A proactive, friendly, and professional demeanour.