Location: Science Park
Hybrid Working Arrangement
About the Role
Our client is seeking a proactive and detail-oriented Office Administrative Executive to serve as the operational backbone of thier Singapore office. This role is responsible for ensuring the smooth day-to-day running of office operations, facilities, travel coordination, vendor management, and employee support activities.
As the key point of contact for office services and workplace administration, you will play an important role in creating a positive employee experience while supporting business operations across the organization.
Key Responsibilities
1. Office & Facilities Management
- Manage end-to-end vendor relationships for office operations, including stationery procurement, office equipment maintenance, cleaning services, pest control, lighting, and air-conditioning.
- Monitor office inventory levels and coordinate timely replenishment of supplies.
- Coordinate preventive maintenance schedules and promptly address facilities-related issues to ensure minimal disruption to business operations.
- Maintain a safe, organized, and professional working environment for employees and visitors.
- Act as the primary liaison with the company’s travel management provider for flight and accommodation bookings.
- Support travel arrangements for Singapore-based employees, regional colleagues, and business visitors.
- Prepare visa support documentation and ensure compliance with immigration requirements.
- Coordinate courier services and manage inbound and outbound shipments.
- Review and verify vendor invoices against purchase orders and service agreements prior to payment processing.
- Maintain accurate records of vendor contracts, invoices, service agreements, and payment history.
- Support administrative tracking and documentation related to office expenditures.
- Coordinate internal meetings, including scheduling, logistics arrangements, meeting room setup, and preparation of meeting materials.
- Support the BASS Committee and other internal engagement initiatives.
- Partner with HR, Marketing Communications, and business leaders to organize quarterly APAC Townhalls and company events.
- Coordinate venue setup, audio-visual equipment, virtual meeting connectivity, presentation materials, and event logistics.
- Provide administrative support for training sessions, leadership meetings, and corporate events.
- Prepare and coordinate onboarding materials and welcome kits for new employees.
- Partner closely with HR and IT teams to ensure laptops, lockers, system access, and workplace facilities are ready before joining dates.
- Support a smooth onboarding experience for new hires.
- Provide reception coverage when required, including handling incoming calls and welcoming visitors.
- Maintain a professional and welcoming front-office environment.
- Act as a key point of contact for office-related inquiries from employees and guests.
- Serve as the appointed Fire Warden and coordinate emergency preparedness activities with building management.
- Support office safety initiatives, emergency drills, and compliance requirements.
- Maintain valid First Aider certification and provide assistance during workplace incidents when required.
- Continuously identify opportunities to improve administrative processes and workplace efficiency.
- Recommend and implement practical solutions to streamline office operations.
- Support ad-hoc projects and additional responsibilities assigned by the HRBP APAC.
Education
- GCE ‘O’ Level, Diploma, or equivalent qualification.
- Minimum 3 years of relevant experience in office administration, office management, workplace services, or facilities coordination.
- Experience within a multinational or regional business environment will be advantageous.
- Proficient in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, and Microsoft Teams.
- Strong written and verbal communication skills.
- Excellent interpersonal and stakeholder management abilities.
- Service-oriented, adaptable, and able to work effectively in a dynamic environment.
- Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
- Capable of working independently with minimal supervision.
- Demonstrated problem-solving skills and ability to recommend practical solutions.
- Experience coordinating meetings, events, travel arrangements, and office operations.
- Comfortable handling confidential information with professionalism and discretion.
- Ability to remain organized and effective in an environment with frequent interruptions and changing priorities.
How to Apply: Interested applicants, please click on the “Apply Now” to submit your updated resume.
Please note: Due to the anticipated high volume of applications, only shortlisted candidates will be contacted. All information provided will be treated with strict confidentiality and used solely for recruitment purposes.
Cheah Wei Ee
Team Lead - Contracting
EA Personnel No: R23114782
Peoplebank Singapore Pte Ltd | EA Licence No: 08C5248