We are looking for an experienced Office Administrator to join our Global Human Resources and Admin team. This role is responsible for providing high-level administrative support, managing director travel, overseeing general office operations, and coordinating staff well-being events to ensure a professional, functional, and engaging work environment.
Key Responsibilities
- Executive Travel Management: Plan, book, and manage comprehensive domestic and international travel logistics for company directors, including flights, accommodation, ground transportation, and complex itinerary planning
- Budget & Policy Compliance: Maintain a strong understanding of internal company policies governing travel expenses and budgets, and track market rates for various airlines and hotel groups in different countries to ensure cost-effective and compliant bookings
- Staff Engagement & Events: Work collaboratively within the HR team to coordinate regular company-wide staff events, including managing the selection, ordering, and logistics for all catering requirements for the Singapore office
- HR Documentation Support: Assist the HR team with general administrative tasks, including organizing and filing HR-related documentation, and maintaining employee records with strict confidentiality
- Pantry and Kitchen Supplies: Systematically order, manage inventory, and replenish all essential pantry resources and consumables (e.g., drinks, snacks, and kitchen staples), ensuring continuous availability for staff
- Stationary & Office Equipment: Manage the procurement and replenishment of office stationary and critical office equipment supplies, maintaining organized stock and optimizing purchasing efficiency
- Vendor & Facility Liaison: Serve as the primary liaison with external vendors (e.g., cleaning services, building management, catering) to ensure the smooth operation and maintenance of the office facility
- Meeting Coordination: Coordinate and prepare meeting rooms, including necessary equipment setup and catering arrangements for internal meetings and executive functions
Qualifications & Requirements
- Bachelor's degree and 3-5 years of relevant working experience in an Office Administrator or Executive Support role, preferably within a corporate environment
- Exceptional organizational and resource management skills with the ability to manage multiple priorities, tight deadlines, and sensitive information with discretion
- Proven success in managing complex domestic and international travel arrangements
- Demonstrated proficiency in expense reporting and budget adherence, showing an understanding of cost optimization in travel and procurement
- Experience in coordinating staff engagement activities or events, including managing food and beverage vendors
- Strong interpersonal and communications skills, including working in both English and Chinese to effectively support global leadership in the region
