Administrative Executive

Position Overview

We are seeking a proactive and detail-oriented Travel Coordinator to support the organisation's end-to-end travel arrangements. The role works closely with the Executive Assistant and supports employees across all departments to ensure smooth, cost-effective, and well-coordinated travel experiences.

The Travel Coordinator will manage bookings, travel documentation, itineraries, vendor coordination, and provide real-time support for changes or disruptions. Strong organisation and communication skills are essential.

Key Responsibilities:

1. Travel Planning & Booking

Arrange domestic and international travel for employees, including flights,

accommodation, ground transport, visas, and insurance.

Ensure all bookings comply with the company's travel policies, budget, and

approval workflows.

Research the best travel options in terms of cost, timing, and convenience.

Prepare consolidated travel itineraries and ensure accuracy of details.

2. Coordination & Communication

Liaise with employees to collect travel requirements and preferences.

Work closely with the EA to align travel plans with business schedules and executive

commitments.

Provide timely updates to travelers on booking confirmations, changes, and

requirements.

3. Travel Compliance & Documentation

Assist employees with visa applications, passport validity checks, and regulatory

travel documents.

Ensure compliance with internal travel policies and maintain proper approvals.

Manage travel insurance policies and claims processes.

4. Vendor & Partner Management

Coordinate with travel agencies, airline partners, hotels, and transport providers.

Negotiate rates where applicable to ensure cost efficiency.

Maintain a database of preferred vendors and track service quality.

5. Travel Support & Issue Resolution

Provide real-time support for changes, cancellations, delays, and disruptions.

Rebook or reroute travel as required with minimal downtime for the traveler.

Act as the point-of-contact for travel-related emergencies.

6. Reporting , Administration and Data Management

Maintain travel records, expense summaries, and booking logs.

Track travel spend and prepare monthly reports for the EA and management.

Monitor travel budgets and highlight cost-saving opportunities.

Uploading and Tallying all travel booking confirmations on Aspire App.

7. Assist the EA with administrative and scheduling tasks when required.

Assist the EA with general admin tasks and scheduling when needed

Handle office administration duties including managing the Singapore office lease,

vendor coordination, procurement and basic facilities support.

Key Requirements:

Diploma in Business Administration, Hospitality, or related field.

Prior experience in travel coordination, corporate travel, or administrative support preferred.

Strong organisation and multi-tasking skills with high attention to detail.

Excellent communication and customer service skills.

Ability to work under pressure, handle last-minute changes, and respond quickly to urgent matters.

Proficiency in Microsoft Office Suite and data management platforms

Service-oriented, reliable, and able to maintain confidentiality.

Competencies:

High level of professionalism and discretion

Strong problem-solving skills

Time management and prioritization

Adaptability and resourcefulness

Team player with a collaborative attitude