Administrative Executive

We are seeking a highly organised, proactive and detail-oriented Administrative Executive to support the smooth and efficient operation of our office.

The ideal candidate is an independent and resourceful professional who is comfortable managing multiple responsibilities, including office and facilities management, travel arrangements, procurement, administrative support, and claims processing for senior management. The candidate should be able to work independently, exercise good judgment, and handle confidential matters with discretion.

Key Responsibilities

1. Office and Facilities Management

• Oversee the day-to-day administrative operations and ensure the office environment is well-maintained, organised and fully operational.
• Coordinate office maintenance, including cleaning services, repairs, air-conditioning servicing, pest control and other facilities-related matters.
• Liaise with building management and external service providers on office infrastructure, facilities and maintenance issues.
• Coordinate with vendors and service providers to ensure services are delivered in a timely and satisfactory manner.
• Set up workstations and work desks for new hires.
• Maintain and update the office seating arrangement plan.
• Ensure common areas, pantry, meeting rooms and other office facilities are properly maintained.

2. Travel and Accommodation Management

• Arrange air tickets, hotel accommodations and other travel-related requirements for employees and senior management.
• Ensure travel arrangements are cost-effective while taking into consideration individual preferences and business requirements.
• Prepare and coordinate travel itineraries and relevant travel documents.
• Manage changes, cancellations and other ad-hoc travel arrangements as required.

3. Procurement and Inventory Management

• Manage the procurement, replenishment and distribution of pantry supplies, office stationery and other office necessities.
• Maintain an accurate and organized inventory of office supplies and equipment.
• Monitor stock levels and place orders in a timely manner to avoid shortages.
• Coordinate with suppliers and vendors on quotations, orders, deliveries and related matters.

4. Administrative and Management Support

• Provide day-to-day administrative support to the management team.
• Coordinate meetings, appointments, room arrangements and other logistics.
• Process personal claims and expense submissions for senior management, ensuring accuracy and timely submission.
• Handle confidential documents, information, and communications with a high level of discretion.
• Prepare and write meeting minutes where required.
• Arrange for the printing and preparation of name cards.
• Answer incoming phone calls and assist with receiving and welcoming visitors and guests.
• Send out company-wide or mass announcements when required.

5. Vendor and Invoice Management

• Coordinate with external vendors and service providers for office-related services, including pest control, air-conditioning servicing, cleaning, maintenance and other facilities requirements.
• Follow up on service schedules and ensure vendors complete their work satisfactorily.
• Verify and submit invoices for vendors' services in accordance with internal procedures.
• Maintain proper records of vendor arrangements, invoices, and relevant documentation.

6. Corporate Mobile and Communication Support

• Manage the company's M1 corporate mobile lines and related administrative matters.
• Coordinate the enrolment and management of monthly data roaming passes and other mobile services when required.

7. Events and Other Administrative Support

• Assist in organizing company events, meetings, staff activities, and team-building activities as required.
• Provide administrative support for visiting management, business guests and other corporate activities.
• Perform other ad-hoc administrative duties and assignments as required.

Qualifications

• Bachelor's degree or Diploma in Business Administration, Office Administration, Management, or a related field is preferred.
• Minimum 2–3 years of relevant experience in office administration, facilities management, executive administration, or a similar role.
• Experience supporting senior management or handling confidential administrative matters will be an advantage.

Skills & Competencies

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple tasks and prioritize effectively.
• Strong written and verbal communication skills.
• Ability to work independently with minimal supervision.
• Proficient in Microsoft Office, including Word, Excel, and PowerPoint.
• Familiarity with travel booking, expense management, procurement, or administrative systems.
• Good knowledge of office administration and facilities management procedures.
• Strong coordination and vendor management skills.