Executive Office Coordinator

4 hours ago

Singapore beBeeAdministrative Coordinator Full time $60,000 - $80,000
Job Title: Senior Executive – Office Administration Roles & Responsibilities:We are seeking a detail-oriented and proactive administrative and travel coordinator to fill this critical role. This individual will be responsible for efficiently managing travel arrangements, providing general office administrative support, and assisting with travel desk operations and events management.The ideal candidate will possess strong organizational skills, excellent communication abilities, and the capability to multitask effectively in a fast-paced environment.Key Responsibilities:
  1. Manage end-to-end travel arrangements including visa applications, passport renewals, flight bookings, hotel reservations, SG arrival cards, airport transfers, and travel allowance claims.
  2. Coordinate travel and logistics for leaders and their guests, including letters of invitation and employment verification letters.
  3. Oversee home passage travel for designated leaders and their families as per entitlements.
  4. Liaise with travel agents and ensure compliance with company policies.
  5. Ensure timely submission and reconciliation of corporate and personal claims.
Meeting & Calendar Coordination
  1. Manage meeting schedules, calendar appointments, and F&B arrangements for internal and external meetings.
  2. Provide on-the-ground support for meetings and engagements as required.
Accommodation Support
  1. Coordinate accommodation arrangements and related services such as furniture, relocation, cleaner support, and maintenance renewals.
  2. Provide support for employee relocation as needed.
Guest & Visitor Management
  1. Manage travel logistics and meeting coordination for guests of senior leaders.
  2. Coordinate issuance of letters of invitation and other documentation for guest visits.
Office & Facilities Administration
  1. Oversee pantry and stationery supplies for all entities.
  2. Maintain gantry pass, season parking, and access card administration for employees.
  3. Liaise with landlord on facility-related notices and communicate with internal teams accordingly.
  4. Track and renew office plant and travel insurance contracts.
Travel Operations & Policy Compliance
  1. Maintain and update travel-related databases including hotel listings and insurance traveler lists.
  2. Coordinate with regional travel desks (India/Dubai) and external travel partners.
  3. Support travel platform maintenance and travel policy adherence.
Claims & Invoice Management
  1. Process and reconcile invoices across travel, accommodation, pantry, stationery, events, and administrative services.
  2. Ensure accurate tracking and timely processing of claims for senior leaders and other office functions.
Event Management Support
  1. Support end-to-end event planning including hotel bookings, F&B, gift preparation, material printing, and coordination with vendors.
  2. Provide logistical assistance during company events and internal meetings.
General Administrative Duties
  1. Maintain updated employee contact lists and workwear inventory.
  2. Support with office shifting and furniture logistics as needed.
  3. Provide coverage for other administrative staff during absences.
  4. Support any other ad-hoc tasks as required by the management team.
 Requirements:
  1. Diploma in Business Administration, or related field.
  2. Min 3-4 years of proven experience in administrative support roles, preferably with travel coordination.
  3. Strong organizational skills with the ability to prioritize tasks effectively.
  4. Excellent communication and interpersonal skills.
  5. Proficiency in Microsoft Office suite (Word, Excel, PowerPoint).
  6. Ability to work independently and collaboratively in a team environment.
  7. Flexibility to adapt to changing priorities and deadlines.
  8. Attention to detail and problem-solving abilities.
 Tell employers what skills you have

  • Executive Office Coordinator

    24 hours ago

    Singapore beBeeAdministrative Full time $3,000 - $4,500

    Job Title: Executive Office CoordinatorAbout the RoleAs an Executive Office Coordinator, you will provide administrative support to our office manager and senior leadership team.Provide comprehensive administrative assistance including scanning, filing, copying, faxing, binding, and other documentation requirements.Organize and maintain electronic and...

  • Office Manager

    2 days ago

    Singapore Office Secretaries Full time

    This role provides full and general support to the Singapore office and reporting directly to the Director of International Operations and Singapore-based Partners. The role will liaise closely with London office to ensure consistency and procedures across the firm.*** **Essential Job Function**: - Facilities Management - Ensure the smooth day-to-day...

  • Office Administrator

    6 days ago

    Singapore Office Secretaries Full time

    The duties and responsibilities include but not limit to: - Coordinating office activities and operations to secure efficiency - Create and update records and databases with personnel, financial and other data - Provide office administrative support in the areas of procurement, report preparation and staff communication - Order and maintain all office...

  • Office Coordinator

    3 hours ago

    Singapore beBeeSupport Full time $4,000 - $6,000

    We are seeking a highly organized and detail-oriented professional to serve as our dedicated Personal Assistant & Office Manager.This dynamic role offers a unique opportunity to support our executive team and contribute to the smooth operation of our office.The ideal candidate will possess excellent communication skills, proficiency in Microsoft Word and...

  • Project Manager Position Available

    2 days ago

    Singapore beBeeProject Coordinator Full time

    About the Job This role involves coordinating projects on site, ensuring successful execution and timely completion. As a key member of the team, you will be responsible for managing project works, overseeing workers, sub-contractors, and vendors to deliver quality results.

  • Executive Assistant

    7 days ago

    Singapore Dalio Family Office Full time

    **Executive Assistant, Dalio Family Office Singapore** Dalio Family Office Singapore is seeking an experienced Executive Assistant to support the Head of the DFO, as well as the small but growing Singapore team. **Position Summary**: **Position Location**: Singapore **Reports To**: Head of DFO Singapore **Role Responsibilities**: Top priorities include,...

  • Office Automation Clerk

    1 week ago

    Singapore SINGAPORE AREA COORDINATOR Full time

    **Hourly Rate: SGD$14 - SGD$18** **Duties & Responsibilities**: The purpose of this position is to provide a variety of administrative and payroll related actions and tasks in support of the management funcstions of the Food & Beverage division. - The incumbent of this position performs the assigned duties requiring a general knowledge of payroll...

  • Office Automation Clerk

    1 week ago

    Singapore SINGAPORE AREA COORDINATOR Full time

    **Summary** This position is located in the Food & Beverage (F&B) Division of the Morale, Welfare &Recreation Department (N92), Singapore Area Coordinator. The Food & Beverage Divisionincludes multiple operations located at two locations. Programs include catering, Terror Cluband Cafe Lah. The Food & Beverage Division has multicultural workforce of over 40...

  • Revenue Coordinator

    2 weeks ago

    Singapore Office Secretaries Full time

    This position is responsible for coordinating revenue related tasks for various partners and their clients to assist with client transparency relating to time worked, billed and work in progress across the Asia region. Working with each office including office chairs and partners, this role will be responsible for providing WIP updates to both clients and...

  • Personal Assistant/ Client Experience Executive/ Office Manager

    7 days ago

    Singapore AGLAIA FAMILY OFFICE PTE. LTD. Full time

    We are a leading multi-family office dedicated to delivering exceptional service to an elite clientele. We are seeking a Client Experience Executive to join our team full-time. This role is integral in providing high-calibre concierge services to our clients, managing a diverse range of requests with a focus on travel-related and personal assistance needs....