Dynamic Office Admin & HR Specialist

MESSE BERLIN (SINGAPORE) PTE. LTD.; Singapore; On-site; SGD 32,000 - 52,000; Full time

Job summary

MESSE BERLIN (SINGAPORE) PTE. LTD. is seeking an Admin & HR Executive to manage travel logistics, office administration, and HR support. You will coordinate travel for staff, liaise with travel partners, handle expenses, and support onboarding, recruitment, and employee records in a busy Singapore office.

The role requires meticulous record-keeping, vendor coordination, and the ability to maintain confidentiality while delivering reliable administrative service to management and staff.

Responsibilities

• Coordinate business travel arrangements for employees, including flights, accommodation, ground transportation, and other travel-related requirements.
• Liaise with appointed travel agents and approved service providers to obtain suitable and cost-effective travel options in accordance with Company policies.
• Research and recommend accommodation options, taking into consideration cost, location, accessibility, and safety.
• Coordinate team travel arrangements for exhibitions, conferences, business meetings, and other overseas activities.
• Maintain travel records and provide administrative support for changes, cancellations, and other travel-related matters.
• Review staff travel and expense claims for completeness, accuracy, and supporting documentation prior to submission for processing.
• Verify travel allowances and per diem claims against prevailing guidelines and Company policies.
• Follow up with employees on outstanding claims, supporting documents, or clarifications to facilitate timely processing.
• Maintain proper records and documentation relating to travel and expense administration.
• Manage day-to-day office administration and ensure the smooth functioning of the workplace.
• Coordinate office leasing and facilities matters, including liaison with landlords, building management, and service providers.
• Manage pantry, stationery, business cards, and general office supplies.
• Coordinate the procurement and allocation of laptops, IT equipment, office equipment, and other employee requirements.
• Source quotations and liaise with approved vendors and suppliers, ensuring cost effectiveness and timely delivery.
• Maintain relevant administrative records, contracts, and supplier documentation.
• Support recruitment activities, interview coordination, candidate communication, and recruitment administration.
• Coordinate onboarding arrangements for new employees, including collection of required documentation, preparation of onboarding materials, and orientation schedules.
• Support employee confirmation, resignation, offboarding, and other employment-related administrative processes.
• Prepare standard forms and documentation as required.
• Maintain employee records and HR administrative documentation in an organised and confidential manner.
• Support employee insurance and benefits administration, including enrolment, changes, termination, and claims coordination where applicable.
• Provide general administrative support for HR policies, procedures, and employee-related matters.
• Coordinate internal meetings, appointments, and administrative arrangements for Management as required.
• Support the planning and coordination of team activities, staff engagement initiatives, and Company functions.
• Provide administrative and coordination support for Company events, meetings, and other business activities.
• Undertake other administrative and HR-related duties as may reasonably be assigned from time to time.

Skills

Travel coordination

HR administration

Office administration

Vendor management

Documentation

Job description

MESSE BERLIN (SINGAPORE) PTE. LTD. is seeking an Admin & HR Executive to manage travel logistics, office administration, and HR support. You will coordinate travel for staff, liaise with travel partners, handle expenses, and support onboarding, recruitment, and employee records in a busy Singapore office.

The role requires meticulous record-keeping, vendor coordination, and the ability to maintain confidentiality while delivering reliable administrative service to management and staff.