Executive Assistant

VAC-TECH ENGINEERING PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading engineering firm in Singapore seeks an Office & Facilities Manager to oversee office operations and provide administrative support. Applicants should have 3-5 years of experience in office administration and strong communication skills. Proficiency in MS Office is essential. This position offers a 5-day work week in a dynamic environment.

Qualifications

• Minimum 3-5 years of experience in office administration.
• Excellent communication skills, both written and verbal.
• Familiarity with expense management and travel booking systems.

Responsibilities

• Oversee the smooth running of the office environment.
• Handle hotel and air ticket bookings for management.
• Provide administrative support to the management team.
• Manage procurement and replenishment of office supplies.

Skills

Communication skills

Attention to detail

MS Office Suite proficiency

Ability to work independently

Experience in office administration

Education

Higher NIC in Business Administration

Job description

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.
  • Administer staff door access cards and meeting room bookings.

Travel & Accommodation Management:

• Handle hotel and air ticket bookings for management, ensuring arrangements are cost-effective and meet their preferences.
• Organize itineraries, provide travel documents, and ensure all travel needs including VISA are efficiently managed.

Procurement & Inventory Management:

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

Administrative Support:

• Provide administrative support to the management team, including scheduling meetings and coordinating logistics.
• Process claims, 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.
• Sending out mass announcements if needed.
• Answering phone calls and opening the door for guests.

Qualifications:

• Nightc/Higher NIC in Business Administration or a related field is preferred.
• Minimum 3-5 years of experience in an office administrative.
• 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.

Other Information:

• 5 day work week, Mondays to Fridays (9.00am - 5.30pm)
• Office located at Penang Road

Interested applicants please submit your updated resume with your current/ last drawn salary package, expected salary and earliest availability by click “APPLY NOW”

We regret that only shortlisted candidates will be notified.

Note

By submitting your application, you consent to the collection, use, and disclosure of your personal data for recruitment purposes in accordance with the Personal Data Protection Act (PDPA).