Administration Executive| 行政专员

Office Administration

• Responsible the daily operations of the office to ensure a safe, organized, and efficient working environment.

• Manage office supplies, pantry inventory, stationery, and general office procurement.

• Coordinate office maintenance, repairs, cleaning services, and facility management vendors.

• Assist in company assets management including laptops, mobile phones, access cards, office equipment and inventory records.

• Coordinate meeting room bookings, office events, and employee engagement activities.

• Liaise with building management, landlords, contractors, and external vendors.

• Support business continuity by ensuring office facilities remain operational.

Expatriate Mobility & Immigration Support

• Coordinate end-to-end expatriate mobility processes including work pass, employment pass, dependent pass, visa applications, renewals, and cancellations.

• Liaise with immigration consultants, government authorities, and external service providers.

• Coordinate relocation arrangements including temporary accommodation, long-term housing, airport transfers, and settling-in support.

• Assist expatriates with bank account opening, tax registration, statutory registrations, medical examinations, and local orientation.

• Track immigration validity, visa expiry dates, passport renewals, and mobility documentation.

• Maintain accurate expatriate records.

• Support cross-border employee transfers and secondment arrangements.

Travel & Logistics

• Facilitate and support domestic and international travel arrangement including flights, accommodation, transportation, travel insurance, and itineraries.

• Coordinate business travel requirements for employees and overseas visitors.

• Coordinate reception arrangements for overseas management and visitors.

Procurement & Vendor Management

• Source quotations and coordinate procurement of office equipment and services.
• Maintain a positive relationships with vendors and monitor service quality.
• Process purchase requests, invoices, and payment documentation.
• Ensure contracts and service agreements are properly maintained.

Administrative Support

• Maintain company records, licenses, insurance policies, and administrative documentation.

• Prepare reports, expense summaries, and administrative budgets where required.

• Support HR with onboarding logistics including workstation preparation, access cards, business cards, and welcome arrangements.

• Assist with company events, training sessions, meetings, and corporate activities.

• Perform other administrative duties assigned by management.

Requirements:-

• Bachelor's Degree or Diploma in Business Administration, Management, Human Resources, or a related discipline.

• Minimum 1–3 years of experience in office administration, corporate administration, facilities management, or HR administration.

• Experience supporting expatriate mobility, immigration, or relocation matters is an advantage.

• Experience liaising with government agencies and external vendors is preferred.

• Strong organizational and multitasking abilities.

• Excellent communication and interpersonal skills.

• Ability to work independently and manage multiple priorities.

• Proficient in Microsoft Office applications.

• Experience with ERP or HR systems is an advantage.

• Good command of Mandarin and English as required to communicate with the stakeholders from China HQ.

Preferred Attributes:-

• Detail-oriented with strong follow-up skills.
• Resourceful and proactive in problem-solving.
• Customer-oriented with a service mindset.
• Able to maintain confidentiality.
• Comfortable working in a fast-paced, multicultural environment.
• Flexible to support occasional after-hours or weekend administrative activities when necessary.