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

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

Job summary

A luxury fashion group in Singapore is seeking a Part-Time Office Administrator to manage daily office operations. Responsibilities include greeting visitors, answering calls, maintaining office supplies, and supporting the HR team. The ideal candidate has at least 3 years of office administration experience, is proficient with data management, and possesses strong organizational skills. This role offers a four-day work week from 9am to 4pm, ensuring a balanced work-life schedule.

Qualifications

• Minimum 3 years of office administration experience.
• Secretarial support experience is an advantage.
• Ability to understand different work cultures.

Responsibilities

• Manage office maintenance and stock levels.
• Perform reception duties and coordinate meetings.
• Support HR operations including vendor creations.

Skills

Office administration

Data management

Multi-tasking

Good written English

Organizational skills

Tools

Outlook

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 administratively, including supporting HR Director directly.

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 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
• 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&E 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