Main Responsibilities:
As a Senior Administration & Business Support Executive, you are responsible for the day-to-day operations of the office and playing a key role in creating a safe and pleasant workplace environment for the company. This includes the management of all vendors including building management, all third-party service providers (cleaning staffs) and vendors. You are also the primary contact point with our business travel providers and in providing Executive Support for Senior Management as required. You will also be required to support on other administrative activities such as coordination and support of internal visitors and company events and in receiving external guests.
- Manage day-to-day operations of the office, ensuring a safe and welcoming office environment for all staffs
- Manage office pantries, key 3rd Party service providers (Cleaning Staffs) and Building Management/Landlord
- Manage all vendors (Office Supplies, Services) to deliver efficient and cost-effective support for daily operations
- Liaise with external vendors and manage office maintenance servicing for pantry facilities and appliances, landscaping, and overall office cleanliness
- Monitor office inventory and vendor contracts (service and maintenance) and ensure office is fully equipped to support day-to-day operations
- Act as the primary contact point for business travel providers, ensuring staffs have high quality and seamless travel experience and manage relationships with hotels and airlines
- Support in procurement of corporate contracts
- Update and track office administration expenses and monitoring of annual budget
- Coordinate and support office events and arrangements such as travel logistics, restaurant/venue booking and liaison
- Organize and sort company correspondences including coordination of internal and external courier activity
- Keep track of joiners and leavers and manage administration on/offboarding, profile creation/deletion
- Coordinate with HR and manage company merchandise
- Check and submit vendor/travel invoices for processing
- Provide business support to Senior Executives such as arrangement of travel and hotel bookings, calendar appointments and business claims as required
- Responsible for upholding the appearance of the reception area, creating a positive experience for internal and external guests
- Ensure external guests are professionally received and directed as required
- Support internal visitors to Singapore Office including hotel bookings, visa/invitation letters and general logistics
Experiences:
- At least 3-5 years’ relevant working experiences 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
- Good organization and time management skills
- Meticulous with a keen eye for detail
- Proven ability to handle confidential and sensitive information with discretion
- Self-motivated, 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 Bahasa/Mandarin to work with internal/external stakeholders who converse only in English, and with Bahasa/Chinese counterparts who converse only in Malay/Mandarin
Academics:
- Diploma/ Degree in Office Administration/ Business Management/ Secretarial Studies or any related field of study
