Administration Executive

Duties and Responsibilities:

• Perform a variety of clerical and administrative duties including answering and screening phone calls, receiving parcel, making appointment, schedule meetings via Teams, ordering office supplies, handling sundry purchases, and maintaining office equipment.
• Arrange and coordinate courier services, hotel bookings, and airport transfers.
• Issue Purchased Order (PO), Sales Oder (SO), generate invoices.
• Manage office & project petty cash, including reimbursement.
• Manage tenancy agreement expiries, insurance renewals and office equipment agreements.
• Manage and track all recurring expenses and billing.
• Work closely with the following departments:

1. Accounts & Finance

• Prepare payment requisition for approval

• Assist in invoice verification, matching PO, DO and supporting documents

• Support accounts team in tracking payment status and outstanding matters (Debtor & Creditor listing)

1. Human Resources

• Support onboarding arrangements and staff coordination when required

• Maintain staff AL & MCs, compile staff claims and medical claims to be submitted to HR on a monthly basis

1. Information Technology

• Provide basic troubleshooting when required

• Manage computer software licenses

Requirements:

• Diploma in Business Administration or related discipline
• Minimum 3 years working experience in office administration
• Good written and verbal communication skill in English & Mandarin as this roles will required to liaise with Mandarin-speaking clients and partners.
• Proficient in  of MS Excel, word, and email communication
• Strong organisational, coordination, and follow-up skills
• Ability to multitask, work independently and manage multiple priorities
• Familiar with AutoCount accounting software is an added advantage