Office and Administration Specialist / Senior Specialist

Asendia empowers businesses to grow across borders with a range of international e-commerce and mail delivery services. Launched in 2012 by La Poste and Swiss Post, Asendia has the combined expertise of over 1500 employees across 4 continents. With operations across the world, we bring together a wealth of international and local expertise, and a network that delivers to over 200 countries and territories. Asendia's heritage as a mail business is unrivalled, but today we are also at the forefront in providing e-commerce parcel solutions for e-tailers selling internationally. We provide a number of value-added services too, including returns, fulfilment and lettersshops, and we have acquired a number of companies to enhance our services, including eShopWorld a global e-commerce software business.

Asendia is committed to providing equal opportunities. In accordance with the applicable local laws, regulations, and ordinances, all qualified applicants will receive fair consideration for employment without regard to age, race, gender, religion, national origin, ethnicity, sexual orientation, marital status and family responsibilities, disability, or any other protected characteristics.

WE ARE LOOKING FOR........

Office and Administration Specialist / Senior Specialist

Role Purpose

We are seeking an Office and Administration Specialist / Senior Specialist to join our team in Singapore. In this role, you will contribute significantly to improving the overall employee experience by maintaining a safe, welcoming, and inclusive workplace. There are three areas of responsibility: office administration, employee engagement and executive support. You will assist maintaining an efficient and positive work environment through smooth day-to-day office management and administration of the Asendia offices in Singapore and organisation of employee engagement activities. You will be responsible for providing essential executive administrative support to the regional management team members based in Singapore.

Your Tasks

Office Management

• Manage procurement and inventory of non-direct materials, office and pantry supplies and equipment, ensuring availability and functionality.
• Collaborate with facilities/building management personnels, external vendors to ensure regular maintenance of office premises, timely servicing and repair of office equipment, and management of external cleaning service providers in two office locations.
• Provide logistics and admin support for office setup, office move, facilities rebranding, and employee transportation arrangement.
• Review vendor quotations and make recommendations to management.
• Maintain and implement office administrative policies and procedures to improve operational efficiency and ensure office administrative spendings are within given budget.
• Manage timely payment arrangement of invoices to external parties for services used.
• Assist in HR tasks such as conducting office induction for new employees and scheduling candidate interviews.
• Any job-related tasks as assigned by supervisor.

Employee Engagement

• Plan, organise and execute employee engagement activities and employee events like team-building sessions and festive celebrations.
• Prepare and monitor budgets for engagement activities.
• Create pre- and post-event communication materials like emails, posters and intranet posts.

Executive Support to Senior Leaders

• Provide secretarial administrative support for senior leaders, including organising their calendars and arranging meetings and schedules.
• Coordinate business travel arrangements, including but not limited to booking of flight tickets, visa application, transport, and accommodations.
• Handle administrative reports, maintain file systems, and submit all expenses and claims.

Your Profile

A. Qualifications

• Diploma in Business Administration or equivalent, with at least 2 years of secretarial administrative support experience.
• Previous experience as an office manager or office administrative assistant is preferred.
• Strong communication and interpersonal skills to collaborate effectively with internal teams and external stakeholders.
• Demonstrated efficiency in managing multiple tasks, adhering to deadlines and priorities, as well as organising work effectively.
• Able to work independently and solve problems, with changing priorities in a fast-paced environment.
• Possess a keen eye for detail and willingness to learn.
• Proficient in Microsoft Office (Outlook, Excel, Powerpoint, Word).
• Essential knowledge of basic accounting (AR & AP) is required.
• Essential experience in office facilities management and basic procurement knowledge are required.
• Workplace safety and health (WSH)-related qualifications is preferred.
• Fluent English, written and spoken and ability to understand and converse in a 2nd language is an advantage.
• Willing to travel to 2 different office locations during the week.
• Willing to work at least 3 days onsite in a week.

B. Core Competencies
i. Driving Success

• Perseveres to achieve the goals and tasks on hand
• Demonstrates initiative to get things done

ii. Communicating Information

• Delivers consistent and clear messages and ideas
• Seeks to understand the audience

iii. Adjusting to Change

• Pivots and refocuses on deliverables in the face of setbacks
• Copes well with ambiguity

Our Facts
Our Vision: We empower our customers worldwide with seamless access to global markets through our innovative and sustainable cross-border e-commerce logistics solutions.

Our Values: Deliver for our customers, Strive for excellence, Collaborate as one team.

Our APAC Core Competencies: Driving success, Communicating information, and Adjusting to change are essential competencies that drive our strategy in APAC.

Employees wellbeing and corporate social responsibility are at the heart of our core values. We wish to instil a strong culture of corporate social responsibility within every employee and hope to create a positive and productive environment where employees can thrive.

If this sounds like the kind of place you would like to work and the sort of role you are looking for, then get in touch, we are waiting to hear from you.

Please send your application in English to: [Confidential Information]

reference number OAE_122025_ASAP.

All personal data collected will be used for recruitment related purposes and treated in strictest confidentiality. Only shortlisted candidates will be informed. All personal data supplied will be destroyed after completion of the recruitment process.