Overview:

Administrative Executive to support Administration Manager. This role is expected to follow standard operation procedure and perform daily tasks in relation to admin operations.

Key Responsibilities:

Office & Facilities Coordination

Supply Management: Monitoring and ordering office stationery, pantry supplies, and cleaning materials. Ensuring stock levels are adequate.
Vendor Coordination: Liaising with vendors for maintenance
Mail & Courier: Managing incoming/outgoing mail, courier bookings, and distribution of packages.
Housekeeping: Ensuring the office environment is clean, tidy, and presentable for staff and visitors.
Staff Orientation: Manage onboarding and staff exit procedure.

Administrative & Clerical Support

Data Entry & Filing: Maintaining both physical and digital filing systems.
Document Preparation: Drafting, formatting, and proofreading letters, memos, reports, and presentations.
Correspondence Management: Answering general phone calls, responding to emails, and forwarding messages to the appropriate person.
Meeting Support: Booking meeting rooms, setting up AV equipment
Oversee, coordinate, and supervise outsourced service providers to ensure compliance with service standards.

Reception & Visitor Management

Greeting Visitors: Welcoming clients, partners, and guests in a professional and friendly manner.
Phone Switchboard: Operating the main phone line, directing calls, and taking messages.
Visitor Logs: Maintaining a sign-in/out register for visitors and issuing visitor badges.
Implement and monitor quality control measures to maintain high levels of cleanliness, safety, and operational efficiency.

Requirements:

Educational background in Administration and Facilities Management (FM) or related. Fresh graduates are welcome to apply
Ability to communicate fluently in English and Chinese language.
Ability to prioritize tasks and manage multiple deadlines.
Attention to Detail: Spotting errors in documents or discrepancies in schedules.
expenses.
Tech Proficiency: Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Knowledge of Zoom/Teams is essential.
Communication: Clear, professional written and verbal English. Ability to interact with all levels of staff and external contacts.
Proactiveness: Anticipating needs (e.g., refilling supplies before they run out) rather than waiting to be told.
Discretion: Handling sensitive company or personnel information with confidentiality.