Office Admin & HR Executive

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

ADMIN & HR EXECUTIVE

Your duties as Admin & HR Executive are as follows, but not limited to:

A. Travel & Logistics Coordination

• 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.

B. Claims & Administrative Compliance

• 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.

C. Office & Facilities 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.

D. HR & Recruitment Administration

• 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.

E. Team & Management Support

• 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.