Administrative Assistant

Company Description Sunline is a global provider of banking software and technology services, established in 2002 and serving over 800 banking and financial customers worldwide. With more than 7,000 employees, the majority being technical professionals, Sunline delivers core banking, digital banking, foreign exchange and treasury, and big data solutions. The company has received multiple international awards for innovation and growth, including recognition in the Global IDC Fintech Rankings and International Finance Awards. Sunline partners with financial institutions of all sizes to support their digital transformation and long-term growth. The organization is committed to continuous improvement, high-quality services, and shaping the future of banking and financial technology.

Role Description:

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 arrangements, 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 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 organisational 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 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.