Administration Specialist

Job Summary

We are looking for a detail-oriented and proactive Administration Specialist to provide dedicated support to the President and oversee daily administrative operations in our Singapore office. This role is crucial in ensuring efficient executive assistance, smooth office functioning, and seamless coordination of travel and visitor arrangements.

Key Responsibilities

1. Executive Support

l Coordinate all aspects of the President meetings, including scheduling, room booking, material consolidation, minute-summarizing and tracking status of action items as needed.

l Coordinate domestic and international travel arrangements (flights, accommodations, visas, itineraries, car rental) for the President.

l Serve as the liaison between the President and both internal and external stakeholders to ensure timely and professional communication.

2. General Administration & Employee Services

l Office Administration & Travel Support

- Supervise receptionist

- Manage travel and accommodation vendors (flights, hotels, car rentals).

- Coordinate travel arrangements for employees, including flights, accommodations, visa applications

- Provide ad-hoc administrative support such as event procurement/organizing, and seasonal office decorations.

l Visitor & Expatriate Support

- Manage accommodations, transportation, and visas for visitors.

- Assist expatriates and their families with work permits, residency, and daily life needs such as medical checkups, housing, moving, utilities, repairs and transportation etc.

l Company Vehicle Management

- Handle vehicle rentals, maintenance, safety checks, cleaning, and insurance claims.

Qualifications & Requirements

l Minimum 5 years of administrative experience, preferably supporting senior executives or teams.

l Experience in managing travel arrangements and coordination.

l Good organizational and communication skills with attention to detail.

l Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

l Ability to handle multiple tasks and prioritize workload effectively.

l Professional attitude with discretion and confidentiality.

l Fluency in English is mandatory Mandarin and/or Japanese language skills are a plus.