Administrative Executive

WEICHAI SINGAPORE PTE LTD; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A corporation in Singapore is seeking an experienced Office Executive to manage daily administrative operations. Candidates should have 2-3 years in office management and a Bachelor's in Business Administration. Responsibilities include overseeing office maintenance, managing travel arrangements for top management, and providing admin support. Strong organizational skills and proficiency in MS Office are essential.

Qualifications

• Minimum 2-3 years of experience in an office administrative or facilities management role.
• Ability to work independently with minimal supervision.
• Familiarity with expense management and travel booking systems.

Responsibilities

• Oversee the smooth running of the office environment.
• Handle all hotel and air ticket bookings for employees.
• Provide administrative support to the management team.

Skills

Strong organizational and time-management skills

Excellent communication skills

Ability to handle multiple tasks

Proficient in MS Office Suite

Education

Bachelor’s degree in Business Administration

Job description

We are seeking a highly organized and proactive Office Executive with at least 2-3 years of experience to manage the day-to-day administrative operations of the office. The ideal candidate will be an independent, detail-oriented professional capable of handling office and facilities management, travel arrangements, supply procurement, and processing various claims for top management.

Key Responsibilities:

• Office & Facilities Management:

  • Oversee the smooth running of the office environment, ensuring it is well-maintained, organized, and fully operational.

  • Coordinate office maintenance, including cleaning services, repairs, and managing office utilities.

  • Liaise with building management for any issues relating to office infrastructure and facilities.

• Travel & Accommodation Management:

  • Handle all hotel and air ticket bookings for employees and top management, ensuring arrangements are cost-effective and meet their preferences.

  • Organize itineraries, provide travel documents, and ensure all travel needs are efficiently managed.

• Procurement & Inventory Management:

  • Manage the procurement and replenishment of pantry supplies and office stationery.

  • Maintain an organized inventory system to track supplies and equipment.

  Administrative Support:

  • Provide administrative support to the management team, including scheduling meetings and coordinating logistics.

  • Process personal claims for top management, ensuring timely and accurate submission of expense reports.

  • Handle confidential documents and communications with discretion.

• Other Ad-hoc Duties:

  • Coordinate with external vendors and service providers for any office-related needs (Pest control, Aircon servicing, Cleaning servicing etc).

  • Submission of invoices for vendors’ services.

  • Assist with event planning or team-building activities, as needed.

  • Sending out of mass announcements if needed.

  • M1 corporate line management (enrolling monthly data passports etc).

  • Answering phone calls and opening the door for guests.

  • Setting up of work desks for new hires & updating of seating arrangement plan.
    

Qualifications:

• Education: Bachelor’s degree in Business Administration or a related field is preferred.

• Experience: Minimum 2-3 years of experience in an office administrative or facilities management role.

• Skills & Competencies:

  • Strong organizational and time-management skills.

  • Ability to handle multiple tasks and prioritize effectively.

  • Excellent communication skills, both written and verbal.

  • High level of attention to detail.

  • Ability to work independently with minimal supervision.

  • Proficient in MS Office Suite (Word, Excel, PowerPoint).

  • Familiarity with expense management and travel booking systems.

  • Knowledge of office management procedures and systems.

• Personal Attributes:

  • Proactive and resourceful.

  • Ability to handle confidential information with discretion.

  • A team player with a positive attitude.

  • Flexible and adaptable to changing priorities.

  • Able to work in a face paced environment.