Office Administrator

Duotech Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A global technology firm located in Singapore is seeking an experienced Office Administrator to provide high-level administrative support. This role involves managing executive travel, overseeing office operations, and coordinating staff engagement events. Candidates should possess a bachelor's degree and have 3–5 years of relevant experience, strong organizational skills, and be bilingual in English and Chinese. Join a vibrant team dedicated to fostering a professional and engaging work environment.

Qualifications

• 3–5 years of relevant experience in an Office Administrator or Executive Support role.
• Ability to manage multiple priorities and sensitive information.
• Proven success in managing complex travel arrangements.

Responsibilities

• Manage executive travel for company directors.
• Coordinate company-wide staff events.
• Assist HR with documentation and maintain employee records.
• Order and manage pantry supplies.
• Liaise with vendors for office facility maintenance.
• Prepare meeting rooms and arrange catering.

Skills

Exceptional organizational skills

Resource management

Travel arrangement management

Budget adherence

Interpersonal skills

Bilingual (English and Chinese)

Education

Bachelor's degree

Job description

We are looking for an experienced Office Administrator to join our Global Human Resources and Admin team. This role is responsible for providing high-level administrative support, managing director travel, overseeing general office operations, and coordinating staff well-being events to ensure a professional, functional, and engaging work environment.

Key Responsibilities

• Executive Travel Management: Plan, book, and manage comprehensive domestic and international travel logistics for company directors, including flights, accommodation, ground transportation, and complex itinerary planning
• Budget & Policy Compliance: Maintain a strong understanding of internal company policies governing travel expenses and budgets, and track market rates for various airlines and hotel groups in different countries to ensure cost-effective and compliant bookings
• Staff Engagement & Events: Work collaboratively within the HR team to coordinate regular company-wide staff events, including managing the selection, ordering, and logistics for all catering requirements for the Singapore office
• HR Documentation Support: Assist the HR team with general administrative tasks, including organizing and filing HR-related documentation, and maintaining employee records with strict confidentiality
• Pantry and Kitchen Supplies: Systematically order, manage inventory, and replenish all essential pantry resources and consumables (e.g., drinks, snacks, and kitchen staples), ensuring continuous availability for staff
• Stationary & Office Equipment: Manage the procurement and replenishment of office stationary and critical office equipment supplies, maintaining organized stock and optimizing purchasing efficiency
• Vendor & Facility Liaison: Serve as the primary liaison with external vendors (e.g., cleaning services, building management, catering) to ensure the smooth operation and maintenance of the office facility
• Meeting Coordination: Coordinate and prepare meeting rooms, including necessary equipment setup and catering arrangements for internal meetings and executive functions

Qualifications & Requirements

• Bachelor’s degree and 3–5 years of relevant working experience in an Office Administrator or Executive Support role, preferably within a corporate environment
• Exceptional organizational and resource management skills with the ability to manage multiple priorities, tight deadlines, and sensitive information with discretion
• Proven success in managing complex domestic and international travel arrangements
• Demonstrated proficiency in expense reporting and budget adherence, showing an understanding of cost optimization in travel and procurement
• Experience in coordinating staff engagement activities or events, including managing food and beverage vendors
• Strong interpersonal and communications skills, including working in both English and Chinese to effectively support global leadership in the region