Administrative Executive (Ops)

Duties and Responsibilities:

• Manage the full spectrum of expatriate accommodation matters:

1. Sourcing, viewing, shortlisting and coordinating rental apartments/condominiums for assigned employees.
2. Liaise with landlords, property agents, MCST office, building management offices and service providers on tenancy, handover, defects, access, maintenance and renewal matters.
3. Coordinate lease documentation, tenancy renewals, rental payments, deposits, termination arrangements and move-in / move-out inspections.
4. Oversee utilities, telecommunications, internet, air-conditioning servicing, furniture, appliances and other housing-related arrangements to ensure accommodations are ready and properly maintained.
5. Attend to accommodation-related issues raised by expatriate employees and coordinate timely resolution with landlords, agents, contractors and vendors.
6. Track accommodation costs, tenancy schedules, contract expiry dates, service records, supplier invoices and related administrative documentation.
7. Support employee relocation and settling-in arrangements, including hotel bookings, temporary lodging, air ticket coordination
8. Maintain proper records of company-leased apartments, fixed assets, inventory, keys, access cards and housing-related documents.
9. Assist in reviewing accommodation arrangements to ensure cost control, operational efficiency and compliance with company guidelines.

• Provide all round office administrative and management support.
• General office upkeep and maintenance of office.
• Sourcing, purchasing and/or maintenance of items.
• Purchasing and maintaining of fixed assets such as office equipment, furniture & fittings
• Keeping track of monthly office expenses and verification of supplier invoices
• Sourcing and purchasing office items or gifts
• Coordinating and organising office activities and office projects as and when required
• Undertake any other ad-hoc duties as assigned.

Job Requirements:

• Prior experience in expatriate accommodation, corporate housing, facilities management, property management or relocation coordination will be highly advantageous.
• Minimum 2 years relevant experience in an administrative or office management role
• Comfortable liaising with landlords, property agents, MCST/building management, contractors, vendors and expatriate employees.
• Able to manage multiple tenancy arrangements, housing issues, renewal deadlines, invoices and administrative records independently
• Must possesses a Class 3 driving license
• Proficiency in MS Office software
• Strong organisational and time management skills
• Good interpersonal skills and pleasant personality
• Self-driven and independent.
• A keen eye for detail and a commitment to delivering high-quality work