Executive Office & Travel Operations Coordinator

MOLYCOP SINGAPORE TRADING PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

MOLYCOP SINGAPORE TRADING PTE. LTD. is seeking an Office Manager to ensure smooth, professional office operations across facilities, travel, HR administration, and vendor management. You will support executives, manage invoicing processes, and coordinate with internal teams to maintain an organized, secure work environment.

The role focuses on coordinating travel, maintaining records, and enhancing employee engagement, while ensuring confidentiality and efficiency in daily office functions.

Qualifications

• Oversee and coordinate day-to-day office operations.
• Support travel planning and logistics for employees.
• Assist with HR administrative tasks and records.
• Manage relationships with vendors and service providers.
• Uphold high standards of confidentiality and service quality.

Responsibilities

• Manage the day-to-day operations of the office to ensure a professional, safe and well-organized environment.
• Coordinate with building management, vendors, cleaners, and service providers as the primary liaison.
• Lead business continuity, safety initiatives, and workplace compliance.
• Handle office supplies, procurement, and IT coordination for timely issue resolution.
• Coordinate visits and meeting logistics for customers, visitors, and colleagues.
• Act as primary contact for IT administration and coordinate with internal and external IT support.
• Maintain asset registers for laptops, monitors, phones, furniture and equipment.
• Establish organized e-filing, records and administrative documentation.
• Ensure meeting rooms and facilities are clean, stocked and operational.
• Coordinate office-related insurance matters for Singapore and Hong Kong offices.
• Arrange visits for customers, visitors and global colleagues, including schedules and logistics.
• Coordinate end-to-end business travel, including flights, trains and hotels, with cost-effective options.
• Liaise with departments to plan and oversee concurrent travel arrangements.
• Handle travel amendments, cancellations and urgent requests, including after-hours support.
• Manage travel billing, invoicing verification and payments to vendors.
• Maintain relationships with travel vendors for service quality and compliant pricing.
• Coordinate onboarding/offboarding, maintain employee records, visa/work docs, attendance and benefits.
• Support HR compliance and timely completion of HR transactions.
• Plan and execute employee engagement initiatives and company events.
• Administer corporate insurance programs and liaise with providers on coverage and claims.
• Coordinate training registrations, subsidies, payments and post-training administration.
• Support training needs analysis and maintain training records and certificates.
• Review SG&A invoices for accuracy and policy compliance; process in D365; assist with payments.
• Coordinate with stakeholders and vendors to resolve invoice issues.

Skills

Office management

Travel coordination

HR administration

Vendor management

Confidentiality

Job description

MOLYCOP SINGAPORE TRADING PTE. LTD. is seeking an Office Manager to ensure smooth, professional office operations across facilities, travel, HR administration, and vendor management. You will support executives, manage invoicing processes, and coordinate with internal teams to maintain an organized, secure work environment.

The role focuses on coordinating travel, maintaining records, and enhancing employee engagement, while ensuring confidentiality and efficiency in daily office functions.