Main Responsibilities
As an Administration & Business Support Executive, you are key in creating a welcoming experience to employees and guests alike starting from the reception. Your role centres around the day-to-day operations of the office, ensuring the office runs smoothly, facility and supply wise. This role requires strong communication skills to manage and liaise with our third-party service providers (cleaning staffs) and vendors for optimal service. This role includes supporting on other administrative activities such as coordination and support of internal visitors from other LDC offices, company events and business travel documents. You are a primary contact point for business travel, to employees and our business travel providers. This role requires occasional Executive support for Senior Management.
- Reception - Receive internal and external guests while ensuring a pleasant reception experience and area
- Manage office pantries and key 3rd Party service providers (Cleaning Staff)
- Monitor office inventory and vendor contracts (service and maintenance) and ensure office is fully equipped to support day-to-day operations
- Liaise and manage external vendors for optimal office maintenance servicing for pantry facilities and appliances, landscaping, and overall office cleanliness
- Primary contact for business travel and manage relationships with hotels and support in procurement of corporate contracts
- Support internal visitors to Singapore Office including hotel bookings, visa/invitation letters and general logistics
- Keep track of joiners and leavers and manage administration on/offboarding and profile creation/deletion
- Coordinate and support office events and arrangements such as travel logistics and restaurant/venue booking and liaison
- Coordinate with HR and manage company merchandise
- Manage vendor invoices from processing to tracking
- Provide support to Senior Executives such as arrangement of travel and hotel bookings and business claims as required
Experience
- 3-5 years’ working experience in Secretarial / Administration / Cabin Crew background in a fast-paced MNC environment
Other skills (Computer Skills, etc)
- Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
- Highly effective communication skills to work with internal/external stakeholders in a fast-paced, multicultural and diverse setting
- Systematic, sharp and efficient
- Meticulous with keen eye for detail
- Proactive, confident and mature approach
- Able to juggle multiple priorities and concurrent tasks
- Willingness to learn with positive attitude
- Team-player
Languages:
- Proficiency in English and Mandarin to work with internal/external stakeholders who converse only in English, and with Chinese counterparts who converse only in Mandarin.
Academics
- Minimum Diploma relevant to office administration/secretarial support
