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.
