The Executive, Office Admin manages the general functions of the Office to ensure a smooth running of the reception, maintenance of office equipment as well as that stationaries and refreshments are on stock. In addition, he/she supports the Managing Director of Southeast Asia & Pacific and the People & Culture Department in administrational tasks.
Job Description
1. Office Management:
- Serve as the primary contact for courier services, and greets guests (VIP's, Hotel Owners, GM's, etc.), ensuring a professional and welcoming atmosphere
- Organise meeting rooms, equipment and refreshments for the Regional MDs and VIPs
- Manage office related expenses i.e. electricity, water, office supply, courier, etc.
- Purchases and maintains stocks of all office and pantry supplies, ensuring adequate stock levels
- Ensure office is well maintained (cleaning service, printers, coffee machine, light bulbs, AC, office access etc.) and acts where necessary
- Keep track on general directories for the office and the Southeast Asia and Pacific area such as phone lists, email lists, travel schedules, Hotel data lists, etc.
- Reviews Service Agreement of office vendors to ensure compliance and service quality
- Assist in the preparation and distribution of relevant external communications, e.g. office closure for Singapore office
- Orders and supervises the print of all business cards for SEAP employees
- Assist in daily operational activities as required to ensure smooth and efficient work environment
2. Operations:
- Provide secretarial support to the Regional MD and VIPs, i.e. travel arrangement, travel requests, scheduling meetings and conference calls, etc. and taking meeting minutes if needed
- Maintain an up-to-date contact details sheet of all hotel owners, GMs and key stakeholders
- Keeps record of General Manager's birthdays, prepares birthday cards and/or e-birthday cards and advises the Regional MD of upcoming birthdays
- Liaise with Hotel GMs for Operational / Status data collections, reports, updates and documents, maintaining a high level of accuracy and attention to detail not limited to SEAP Hotels KPIs, Operation Status Update, Audits, etc
- Assist in planning and organizing internal and external events, conferences, and meetings, including logistical arrangements and material preparation
- Assist in the preparation and distribution of relevant external communications, i.e. GM announcements
- Collaborate effectively with team members and other departments to support overall organizational goals and objectives. Assist with special projects, initiatives and any other reasonable duties assigned
3. People & Culture Department:
- Ensures Purchase Orders and invoices are captured and billed correctly on workday
- Support the administrative processes for onboarding and offboarding, including managing checklists and scheduling orientations, while collaborating closely with other team members in the office
- Help organize employee engagement activities and team-building events to foster a positive workplace culture
- any other reasonable duties requested
4. Any other reasonable duties requested.
Qualifications
- Diploma or Bachelor Degree in administration or equivalent
- 1-3 years of experience in administrative or office support roles is required
- Experience with scheduling and calendar management is an advantage
- Proficient in MS office suite and office equipment
- Strong organizational and communication skills
- Attention to detail and good time management skills
- Displays good team work and interpersonal skills
