Senior Executive - Office & Administration

TVS MOTOR COMPANY LIMITED SINGAPORE BRANCH; Singapore; On-site; SGD 67,000 - 100,000; Full time

Job summary

TVS Motor Company Limited Singapore Branch is seeking an experienced administrator to provide comprehensive executive support and office management across Singapore offices.

You will coordinate travel, meetings and events, oversee facilities and vendor relationships, and ensure smooth day-to-day operations in alignment with company policies.

Qualifications

• Diploma or Degree in Business Administration, Management or a related discipline.
• 3 to 5 years of experience in administration, executive support, office management or corporate services.
• Experience supporting senior leadership and managing travel arrangements.
• Experience in event coordination and facilities administration preferred.

Responsibilities

• Provide end-to-end executive and administrative support to senior management.
• Coordinate complex travel arrangements including flights, hotels, transfers, visas and related documentation.
• Manage calendars, meeting logistics and travel-related documentation.
• Coordinate relocation, office maintenance, vendor support and facilities matters.
• Oversee events, catering, venues and post-event administration.
• Manage vendor relationships, contracts, renewals and invoice processing.
• Maintain administrative records and support continuous improvement initiatives.

Skills

Planning & coordination

Organizational skills

Multi-tasking

Stakeholder management

Communication skills

Microsoft Office

Education

Business Administration diploma/degree

Tools

Microsoft Office

Job description

Position Overview:

To provide comprehensive executive administration, travel management, facilities coordination, event management and office administration support for senior management and the Singapore offices, ensuring efficient daily operations and delivery of high-quality administrative services in accordance with company policies and business requirements.

Key Responsibilities

1. Executive & Administrative Support

• - Provide end-to-end administrative support to assigned business leaders and senior management.
• - Manage complex travel arrangements including flights, hotels, airport transfers, visa applications, SG Arrival Cards and related travel documentation.
• - Coordinate executive meeting schedules, calendar management and meeting arrangements where required.
• - Manage travel claims, travel allowances, home passage arrangements and related documentation.
• - Coordinate relocation support, accommodation arrangements and accommodation-related maintenance matters.
• - Handle letters of invitation, employment verification letters and related correspondence.
• - Support visiting employees, overseas delegates and business guests with travel and meeting logistics.

2. Corporate Travel Management

• - Coordinate travel bookings and travel-related administrative support for assigned employees and visitors.
• - Liaise with travel agencies, hotels and service providers to secure cost-effective travel arrangements.
• - Maintain hotel listings and preferred accommodation options.
• - Ensure travel arrangements are carried out incompliance with company travel policies.
• - Coordinate travel insurance administration and related records.
• - Support travel platform administration and process improvements.
• - Manage travel-related invoices and vendor payments.

3. Facilities & Office Administration

• - Manage season parking, gantry access and office access administration.
• - Coordinate office maintenance, printer servicing, office plants and related vendor support.
• - Liaise with landlords, building management and service providers regarding office matters.
• - Coordinate office relocation, furniture movement and workspace setup activities.
• - Manage facilities-related contracts, renewals and invoice processing.
• - Ensure smooth day-to-day office operations across assigned locations.

4. Pantry, Stationery & Inventory Management

• - Manage procurement and replenishment of pantry supplies and stationery items.
• - Coordinate fruit orders and employee refreshment requirements.
• - Maintain inventory records for company workwear and uniforms.
• - Conduct periodic stock checks and inventory reconciliation.
• - Ensure adequate stock levels are maintained across offices.

5. Events Management

• - Coordinate logistics and administrative support for corporate events, employee engagement activities and business meetings.
• - Arrange hotel bookings, meeting venues, function rooms and event facilities.
• - Coordinate catering, refreshments, event materials and gift procurement.
• - Liaise with internal stakeholders and external vendors to ensure successful event execution.
• - Support event planning, registration, attendance tracking and post-event administration.
• - Manage event-related budgets, quotations, invoices and purchases.

6. Vendor & Contract Management

• - Source quotations and coordinate vendor selection processes.
• - Manage service providers and maintain vendor relationships.
• - Track contract expiry dates and coordinate timely renewals.
• - Ensure timely invoice verification and payment processing.
• - Monitor service quality and support cost optimization initiatives.

7. General Administration

• - Maintain employee contact directories and administrative records.
• - Communicate landlord notices, facilities updates and office announcements to employees.
• - Provide backup support within the administration team when required.
• - Support departmental projects and continuous improvement initiatives.
• - Perform other duties and responsibilities assigned by management.

Requirements:

• - Diploma or Degree in Business Administration, Management or a related discipline.
• - Minimum 3 to 5 years of experience in administration, executive support, office management or corporate services.
• - Experience supporting senior leadership and managing travel arrangements.
• - Experience in event coordination and facilities administration preferred.

Skills & Knowledge

• - Strong planning, coordination and organizational skills.
• - Able to manage multiple priorities and deadlines effectively.
• - Good interpersonal and stakeholder management skills.
• - Proficient in Microsoft Office applications including Word, Excel, PowerPoint and Outlook.
• - Strong communication skills, both written and verbal.
• - Knowledge of travel, vendor and facilities management processes preferred.

Equal Opportunity Employer:

TVS Motor Company Limited, Singapore Branch is an equal opportunity employer and does not discriminate on the basis of race, colour, religion, se