Office Support Executive

Key Responsibilities

Office Administration Support

• Provide day-to-day administrative support to ensure the smooth and efficient operation of the office.
• Maintain and organize both physical and electronic filing systems.
• File and maintain company letters, records, and other important documents.
• Manage incoming and outgoing mail, correspondence, parcels, and courier services.

Office and Office Apartment Maintenance

• Ensure the office and office apartment environment are clean, and well-maintained.
• Coordinate office maintenance, repairs, and servicing with vendors when required.
• Monitor pantry and office facilities to ensure they are adequately stocked and in good working condition.

Office Warehouse Management

• Manage the office mini warehouse and maintain an accurate inventory of products and materials.
• Perform regular stock counts and inventory reconciliation using Internal OSS System.
• Prepare, pack, and issue products for customer collection or internal requests.
• Maintain proper documentation of stock movements and inventory records.
• Ensure warehouse items are stored safely and systematically.

Procurement & Inventory

• Purchase office supplies, pantry items, and operational materials for both the office and office apartment.
• Monitor inventory levels and maintain sufficient stock for office operations and the mini warehouse.

Event Support

• Assist in planning and coordinating internal events, including training sessions, meetings, and staff activities.
• Arrange catering, training materials, meeting rooms, and event logistics.
• Provide operational support for exhibitions, roadshows, product launches, and other corporate events.
• Coordinate with internal departments and external vendors to ensure the successful execution of events.

Human Resources Support

• Assist with employee onboarding, including the creation of email accounts, OA system access, and Learning Management System (LMS) accounts.
• Prepare workstations, access cards, laptops, and office equipment for new employees.
• Maintain employee records and personnel files in an organized and confidential manner.
• Support leave administration and maintain employee attendance records.
• Provide general administrative support to the HR function as required.

Finance Support

• Assist in reviewing and verifying employee expense claims across the APAC region.
• Submit payment requests through the Online Approval (OA) system.
• Review and reconcile petty cash reports.
• Support budget monitoring and expense tracking.
• Liaise with vendors regarding invoices, billing enquiries, and payment matters.
• Ensure finance-related documents are properly filed and maintained.

Sales Support

. Assist in preparing andissuing quotations for customers.

Other Responsibilities

• Perform any other administrative, operational, or ad hoc duties assigned by Management.

Requirements

Education

• Diploma or ITE cert holder in any discipline.

Experience

• 1-2 years of experience in office administration, operations, or administrative support.
• Fresh graduates with strong organizational skills may also be considered.

Technical Skills

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Basic knowledge of procurement and inventory processes.

Competencies

• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Proficiency in both English and Mandarin (spoken and written) is required, as the incumbent will communicate with staff at the China Headquarters on a daily basis.
• Ability to work independently and collaboratively.
• Good problem-solving and coordination skills.
• Ability to prioritize tasks and meet deadlines.

Working Location - Tai Seng Exchange
Working Hour - 9am to 5pm (Monday to Friday)
Only shortlisted candidates will be notified.