Office & HR Administrative Executive (4-day work week)

LVMH Fashion Group Asia Pacific; Singapore; On-site; SGD 60,000 - 80,000; Part time

Job summary

A leading fashion conglomerate in Singapore is seeking a dedicated part-time office administrator to be the first point of contact for the office. Responsibilities include managing reception duties, coordinating meetings, ensuring the smooth operation of office facilities, and providing support to the HR team. The ideal candidate will have a minimum of 3 years of office administration experience, be proficient in Outlook, and demonstrate strong organizational and time management skills. This role offers a 4-day work week, making it perfect for those seeking work-life balance.

Qualifications

• Minimum 3 years of office administration experience, with secretarial support experience being an advantage.
• Proficient with Outlook and data management.
• Sensitive to information and maintain confidentiality at high level.

Responsibilities

• Provide administrative support to the HR Director.
• Perform reception duties including answering calls and screening enquiries.
• Ensure office and meeting rooms are kept clean and organized.

Skills

Office administration experience

Proficient with Outlook

Confidentiality

Multi-tasking ability

Good organization and time management skills

Good written English

Job description

Part Time - 4 day work week, 9am to 4pm

First point of contact for the Singapore office, from answering calls, greeting visitors to goods receipt. Fully responsible for the day-to-day maintenance of pantry, meeting rooms and all common areas. Support the human resources team in all aspect of day to day, including the act of assistant to the HR Director, SEAO and business heads.

Role & Responsibilities

Office Administration

• Work closely with the Senior F&A Executive for the maintenance of the office, including but not limited to stock level of snacks & beverages and office supplies, meeting room setups, greeting visitors, good receipts, courier management, etc.
• Perform office management duties such as liaising with office building management, contractors, and third parties when needed, and ensure smooth daily office operations
• Perform reception duties including but not limited to answering calls and enquiries, screening and routing calls to relevant department and courier arrangement
• Coordinate meetings and company events
• Ensure office and meeting rooms are upkeep at all times by maintaining office cleanliness
• Manage phone calls and inward/outward correspondence (e-mail, letters, packages etc.)
• Ensure an effective and efficient working partner relationship is in place across functions

Human Resources Operations

• Manage and maintain office access and coordinate name card printing
• Responsible for data input to systems
• Support on relocations, e.g. flight booking, temporary accommodation sourcing, etc.
• Support the team in updates necessary to other departments, e.g. consolidations of new hires & terminations to IT for email account/account access management
• Support all HR related vendor creations and ensure invoices are followed through to payment in compliance with internal processes
• Support the teams in sourcing vendors, travel booking and T&Es as and when required
• Ad hoc tasks as assigned

Assistant to HRD

• Provide administrative support to direct manager such as meeting arrangement, travel booking, expense claims, and ad hoc tasks as assigned
• As and when required, support business heads (e.g. maison general managers, retail heads, etc.) on expense claims and meeting arrangements.

Profile

• Minimum 3 years of office administration experience, with secretarial support experience being an advantage
• Proficient with Outlook and data management
• Sensitive to information and maintain confidentiality at high level
• Ability to multi-task, strong sense of priority/urgency
• Ability to understand different work cultures, good organization and time management skills
• Good written English