Office Admin Coordinator

CHRISTIAN BASSETT (SINGAPORE) PTE. LTD.; Singapore; Hybrid; SGD 20,000 - 60,000; Full time

Job summary

A leading company in Singapore is looking for an Office Coordinator to support efficient operations and cross-functional teams within the GTR-DIS Administration. The role requires a minimum of 3 years in office administration, effective communication skills, and proficiency in MS Office. As a full-time position with potential for remote work, the Office Coordinator will oversee daily office tasks, HR assistance, and IT support, playing a vital role in facilitating smooth operations across the region.

Qualifications

• At least 3 years in office admin or executive support.
• Fluent in English and comfortable across time zones.
• Experience in vendor management and strong interpersonal skills.

Responsibilities

• Coordinate team events and manage office supplies.
• Point of contact for HR and assist with new joiner onboarding.
• Set up laptops and maintain IT supplies.

Skills

Service-oriented

Effective communication

Problem-solving ability

Organizational excellence

Customer focus

Interpersonal skills

Attention to detail

Education

Secondary school degree

Certifications in project management or administrative support

Tools

MS Office

Teams

SharePoint

Concur

Job description

JOB TITLE: GTR-DIS Office Coordinator, Singapore
REGION/COUNTRIES MANAGED: APAC with focus on Singapore
JOB LOCATION: Singapore
WEEKLY HOURS: 100%
DIVISION / DEPARTMENT: GTR-DIS Administration
REPORTS TO: HRBP MEIA & APAC

POSITION DETAILS

JOB PURPOSE
The Office Coordinator for Singapore supports efficient office management, seamless coordination of regional operations, and proactive support of cross-functional teams. This role supports both International Distributors and Global Travel Retail divisions.

DUTIES AND RESPONSIBILITIES

Daily / Regular Tasks (40%)

• Coordinate team events and monitor budgeting
• Handle day-to-day office needs (e.g., stationery, beverages, plants) with local vendors
• Liaise with landlord agent regarding lease terms or office renovation
• Submit vendor invoices to the workflow system

HR Assistance (25%)

• Point of contact for central HR team
• Manage contract signing and archiving
• Send expense reports to payroll
• Verify employee income tax matters
• Support new joiner onboarding
• Monitor Employment Pass renewals
• Assist with HR projects (e.g., Workday roll-out)

IT Support (15%)

• Set up and replace laptops for staff
• Coordinate with local and HQ IT and broadband providers
• Maintain stock of hardware

Reporting and Workflow (20%)

• Input non-financial data for central finance
• Champion invoice coding workflow for Travel Retail A&P and TA invoices

INTERNAL & EXTERNAL INTERACTIONS

Internal

• Line Manager (HRBP MEIA/APAC)
• Heads of Region (International Distributors, Global Travel Retail)
• Sales & Marketing Managers
• HR & Legal Departments

External

• Local suppliers
• Payroll provider
• Travel Retail customers
• Travel agency

WORKING CONDITIONS

• Full-time, 100% role based in central Singapore
• Option for 1 remote day per week
• No direct reports

QUALIFICATIONS

Minimum Experience Requirements

• At least 3 years in office admin, executive support, or regional coordination
• Comfortable working across time zones and cultures
• Experience in vendor management and procurement processes
• Strong discretion and confidentiality

Mindset

• Service-oriented, self-driven, flexible, proactive, hands-on, team player

Key Competencies

• Customer focus
• Professional integrity
• Organizational excellence
• Effective communication
• Strong interpersonal skills
• Problem-solving ability
• Meticulous attention to detail
• Office administrative experience

Preferred Experience

• Proven experience in office operations and stakeholder management

Education

• Minimum: Secondary school degree
• Preferred: Certifications in project management or administrative support

Language Skills

• Fluent in English (written and spoken)
• Additional APAC language is a plus

Technical Skills

• Proficient in MS Office (Outlook, Excel, PowerPoint, Word)
• Familiarity with Teams, SharePoint, or Concur