Office Administrator / Office Coordinator

Lotusia Pte. Ltd.; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

Lotusia Pte. Ltd. in Singapore is seeking an Administrative & Secretarial Support professional to assist the Director and management team with secretarial tasks, scheduling, travel arrangements, and policy development.

You will also oversee daily office operations, tenancy and employee accommodation administration, vendor liaison, and HR admin tasks, requiring 2–3 years of relevant experience and strong MS Office skills.

Qualifications

• Minimum 2–3 years in office administration or similar role.
• Diploma or degree in Business Administration or related field preferred.
• Proficient in MS Office; strong communication and organisational skills.

Responsibilities

• Provide full spectrum of secretarial and administrative support to the Director and management team.
• Manage correspondence, scheduling, meeting coordination, and travel arrangements.
• Develop and implement administrative policies and procedures to improve organisational efficiency.
• Maintain accurate records, files, and documentation in compliance with company policies and legal requirements.
• Handle ad hoc duties and special projects as assigned by the Director.
• Oversee daily administrative operations and office facilities management.
• Administer tenancy matters for office and employee accommodation, incl. renewals and payments.
• Coordinate with vendors and service providers for office upkeep and repairs.
• Assist with HR administration including attendance and leave management.

Skills

Administrative support

Scheduling

Communication

Education

Diploma in Business Administration

Tools

MS Office

Job description

Administrative & Secretarial Support

• Provide full spectrum of secretarial and administrative support to the Director and management team
• Manage correspondence, scheduling, meeting coordination, and travel arrangements
• Develop and implement administrative policies and procedures to improve organisational efficiency
• Maintain accurate records, files, and documentation in compliance with company policies and legal requirements
• Handle ad hoc duties and special projects as assigned by the Director

Office Operations & Facilities Management

• Oversee and coordinate daily administrative operations to ensure smooth and efficient office management
• Manage office facilities and resources,including equipment, supplies, and maintenance
• Liaise with building management, vendors,and service providers for office upkeep and repairs
• Monitor and manage office-related expenses and procurement within budget

Employee Shelter & Tenancy Administration

• Administer tenancy matters for both office and employee shelter premises, including lease renewals, correspondence with landlords, and documentation
• Manage utility bills, service charges, and related payments for the office and employee shelter
• Coordinate move-in and move-out processes for employee accommodation, including room allocation and inventory checks
• Ensure employee shelter facilities are well-maintained, compliant with applicable regulations, and properly documented
• Serve as the primary point of contact for accommodation-related queries from employees and external parties

Human Resources Administration

• Handle employee-related administrative tasks including onboarding, offboarding.
• Assist with leave management, attendance tracking.

Stakeholder Coordination

• Liaise with internal departments and external stakeholders to facilitate smooth communication and collaboration
• Identify areas for process improvement and implement solutions to enhance administrative workflows
• Supervise and provide guidance to administrative staff where applicable

Requirements

• Minimum 2–3 years of relevant experience in office administration, operations, or a similar role
• Prior experience managing tenancy, facilities, or employee accommodation is an advantage
• Diploma or degree in BusinessAdministration, Management, or a related discipline preferred
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
• Able to work independently with minimal supervision and exercise sound judgement
• Strong problem-solving skills with aproactive and hands-on approach
• Well-organised with strong attention to detail and the ability to manage multiple tasks under tight timelines
• Good interpersonal and communication skills for liaising with staff, vendors, and external parties
• Discreet and professional in handling confidential and sensitive information

Working Hours

Monday to Friday: 9:00 AM – 6:00 PM; Saturday: 9:00 AM – 1:00 PM