Office & Guest Experience Coordinator

Office Secretaries Pte Ltd; Singapore; On-site; SGD 40,000 - 54,000; Full time

Job summary

Office Secretaries Pte Ltd in Singapore seeks an Office Administrative Coordinator to support daily operations, front-of-house duties, and conference center activities in a fast-paced professional environment.

You will greet clients, coordinate meetings, assist with travel arrangements, manage vendor invoices, and help plan in-house events while delivering excellent client service and maintaining office facilities.

Qualifications

• Diploma in Hospitality Management preferred but not essential.
• Five years of professional administrative experience, preferably in a large or mid-size organization.
• Proficiency in Windows-based software and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
• Ability to quickly learn new software applications.

Responsibilities

• Provide administrative support for daily office activities to ensure efficient operations
• Greet clients and visitors warmly, assign offices, assist with secretarial support, travel/hotel arrangements, and create guest name cards
• Schedule meetings, book and prepare conference rooms, manage visitor logs, and set up video conferencing to meet meeting requirements
• Assist guests with WIFI connection and login troubleshooting to ensure seamless technology use
• Answer and direct incoming local and international calls professionally to appropriate personnel
• Liaise with building management by submitting service requests to maintain office facilities
• Maintain leave calendar and coordinate out-of-office backup support including Legal Support Specialists
• Receive and log deliveries accurately to ensure proper distribution
• Plan and execute in-house events and activities to support team engagement
• Arrange catering services, coordinate with food service staff, manage supplies and beverage inventory to ensure timely and accurate service
• Submit vendor invoices for payment and maintain direct vendor communications
• Coordinate and perform various administrative duties for Shareholders, Directors, and Managers as requested
• Support other department activities and perform additional duties as assigned
• Work overtime flexibly as needed to meet office demands

Skills

Communication skills

Customer service

Time management

Teamwork

Problem solving

Education

Diploma in Hospitality Management

Tools

Windows-based software

Microsoft Office Suite

Job description

Office Secretaries Pte Ltd in Singapore seeks an Office Administrative Coordinator to support daily operations, front-of-house duties, and conference center activities in a fast-paced professional environment.

You will greet clients, coordinate meetings, assist with travel arrangements, manage vendor invoices, and help plan in-house events while delivering excellent client service and maintaining office facilities.