Admin Executive cum Project Secretary

PEAK OCEAN PTE. LTD.; Singapore; On-site; SGD 30,000 - 60,000; Full time

Job summary

Join a forward-thinking company as an Admin Executive, where you will play a crucial role in planning and coordinating travel arrangements for project teams. This position requires exceptional organizational skills and the ability to manage multiple tasks efficiently. You'll be responsible for ensuring smooth operations by handling various administrative duties, from scheduling meetings to liaising with vendors. If you thrive in a dynamic environment and have a passion for providing excellent customer service, this opportunity is perfect for you. Embrace the chance to contribute to a collaborative team and make a meaningful impact on project success.

Qualifications

• Proven experience as an Administrative Executive or similar role.
• Excellent organizational and time management skills.

Responsibilities

• Plan and coordinate travel arrangements for project personnel.
• Handle general administrative tasks and manage correspondence.

Skills

Organizational Skills

Time Management

Communication Skills

Microsoft Office Suite

Problem-Solving Skills

Customer Service Orientation

Education

Degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Duties and Responsibilities

As an Admin Executive, you will be responsible for planning, coordinating, and booking travel arrangements for project personnel and management team, including flights, accommodations, pick-up logistics, and mobilizations. Ensure all aspects of a trip are managed efficiently and provide exceptional customer service.

• Handle general administrative tasks such as answering phone calls, responding to emails, and managing correspondence.
• Coordinate and schedule meetings, appointments, and travel arrangements for project management team members and staff.
• Organize and maintain physical and electronic files, records, and databases, ensuring accuracy and confidentiality.
• Manage office supplies inventory and place orders when necessary.
• Serve as the point person for maintenance, mailing, shipping, and general admin scope requests.
• Assist in expense monitoring, ensuring adherence to company policies.
• Collaborate with HR to manage employee records, attendance, and mobility as applicable.
• Liaise with external vendors, suppliers, and clients to ensure smooth business operations.
• Conduct research and provide administrative support to the project, as assigned.
• Provide support and assistance to other team members as needed.
• Collaborate with project team personnel to determine travel needs, budgets, and preferences.
• Arrange and coordinate transportation, accommodation, insurance, and relevant activities.
• Provide information regarding destinations, visa requirements, and basic needs.
• Book travel arrangements and liaise with travel agents.
• Handle travel issues, conflicts, complaints, cancellations, and refunds.
• Build and maintain relationships with travel and tour vendors.
• Conduct research on destinations, comparing costs and travel route options.
• Maintain accurate records of bookings, payments, and transactions.
• Complete scope needs timely and adhere to company policies.

Desired Skills and Qualifications

• Proven experience as an Administrative Executive, Administrative Assistant, or similar role.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills, capable of interacting with individuals at all levels of the organization.
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint) and other relevant software applications.
• Detail-oriented with a focus on accuracy.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong problem-solving skills with the ability to multitask and adapt in a fast-paced environment.
• A positive attitude and exceptional interpersonal skills, with a customer service-oriented approach.
• A degree in business administration, management, or a related field is advantageous.
• Previous experience working effectively in a team-oriented and collaborative environment.

R1552011

Peak Ocean EA License No. 18C9336