Office Services Executive

Duties & Responsibilities:

Facilities & Asset Management

• Oversee the maintenance, upkeep, and operational readiness of office facilities, equipment, furniture, and company assets, ensuring a safe, efficient, and well-maintained workplace.
• Coordinate preventive maintenance programmes, repairs, and service schedules, and manage relationships with external vendors and service providers.
• Support workplace health, safety, and compliance initiatives, ensuring adherence to relevant regulations and company requirements.
• Manage vendor engagements, including service agreements, contract renewals, and performance monitoring.
• Liaise with building management and relevant authorities on facility-related matters, including work permit applications and approvals.

Office Supplies & Inventory Management

• Manage office supplies, stationery, pantry supplies, and inventory to ensure adequate stock levels, timely procurement, and efficient distribution to support daily business operations.
• Monitor inventory levels, forecast requirements, and coordinate the ordering and replenishment of office supplies, stationery, pantry items, and other consumables.
• Maintain accurate inventory records and oversee the receipt, storage, and distribution of supplies in a cost-effective and organized manner.
• Liaise with vendors and service providers to ensure the timely delivery and availability of office supplies, stationery, and pantry consumables.

Events, Meetings & Hospitality

• Coordinate meeting and event logistics, including scheduling, venue arrangements, visitor registration, and the provision of food and beverages to ensure smooth and professional execution.
• Arrange visitor access passes and facilitate guest arrivals in accordance with building security procedures.
• Coordinate after-hours air conditioning extension requests and other facilities-related support required for meetings and events.
• Liaise with internal stakeholders, building management, and service providers to ensure all event and meeting requirements are met efficiently and effectively.

Workplace Administration

• Coordinate workplace administration activities to support the smooth and efficient day-to-day operations of the office.
• Maintain and update staff directories, office seating plans, and intranet information to ensure organisational records remain accurate and current.
• Administer season parking cards, building access cards and office access cards, including new applications, replacements, amendments and deactivations.
• Coordinate workstation allocation, office moves, and workplace-related arrangements to support staff movements and business requirements.
• Liaise with internal departments, building management, and service providers to ensure workplace facilities, access, and administrative requirements are effectively managed.

Records, Documentation & Administrative Support

• Provide comprehensive administrative and secretarial support through records management, document preparation, correspondence handling, mail distribution, report preparation, front desk coverage, and process improvement initiatives.
• Manage incoming and outgoing documents, ensuring records are maintained accurately and updated promptly to facilitate efficient processing and payment administration.
• Maintain organised filing and record-keeping systems to ensure information is accurate, accessible and confidential.
• Prepare, process, and distribute administrative documents, reports, correspondence, and other business records in a timely and professional manner.

Finance & Vendor Administration

• Administer financial and vendor-related processes, including vendor sourcing, assessments, quotation evaluations, expense reconciliation, payment processing, and claims administration, ensuring accuracy, compliance, and timely completion.
• Coordinate procurement activities and vendor engagements in accordance with company policies and budget requirements.
• Review and compare quotations, manage vendor documentation, and support the selection and appointment of service providers.
• Process invoices, payments, reimbursements, and claims while maintaining accurate financial records and supporting documentation.
• Liaise with internal stakeholders and vendors to resolve payment, billing, and administrative matters efficiently.

Travel & Visitor Management

• Coordinate travel arrangements for employees and visitors, maintain travel records, and ensure smooth logistics for business travel and visits.

Additional Responsibilities

• Continuously review, develop, and improve administrative systems and processes to enhance operational efficiency and service delivery.
• Identify and resolve administrative issues and operational challenges in a timely and effective manner.
• Assist with ad hoc projects, assignments, and initiatives as required.

Requirements:

• Candidate must possess at least a Diploma, Advanced/Higher/Graduate Diploma in Business Studies, Administration, Management or an equivalent qualification.
• At least 1 year of working experience in a related field is required.
• Good communication and interpersonal skills.
• Able to work independently and as part of a team.
• Strong administrative skills, with the ability to multitask and demonstrate excellent attention to detail.
• Proactive, results-oriented, self-reliant and assertive.
• Possess a positive mindset and the ability to work in a fast-paced environment.
• Computer literacy is essential, with proficiency in Microsoft Office required.