Office administration executive

1 month ago

Singapore Ex Group Pte. Ltd. Full time

Job Description: Office Administration Executive An Office Administration Executive plays a vital role in ensuring the smooth functioning of an organization's administrative operations. They are responsible for overseeing various administrative tasks, managing office facilities, and providing support to staff members. Here is a typical job description for an Office Administration Executive: General Administrative Support: Provide administrative support to ensure efficient office operations. Handle incoming calls, emails, and correspondence. Manage office supplies and inventory, including procurement. Coordinate meetings, appointments, and travel arrangements. Maintain an organized filing system for documents and records. Facility and Office Management: Oversee the day-to-day maintenance of office facilities. Coordinate with vendors for office repairs and maintenance. Manage office equipment, including purchasing and servicing. Ensure a clean, safe, and conducive working environment. Handle office security, access control, and emergency preparedness. Travel and Logistics Coordination: Arrange travel bookings, accommodations, and transportation for staff. Prepare travel itineraries and ensure compliance with travel policies. Coordinate visa applications and related documentation. Manage logistics for meetings, conferences, and events. Document and Record Management: Organize and maintain confidential files, records, and documents. Ensure proper documentation and filing of administrative paperwork. Retrieve and disseminate information from internal systems. Maintain confidentiality and data protection of sensitive information. Vendor and Supplier Management: Liaise with vendors, suppliers, and service providers. Obtain quotes, negotiate contracts, and maintain vendor relationships. Monitor service quality and address any issues or concerns. Process invoices and ensure timely payment of vendors. Staff Support and Coordination: Assist in onboarding new employees and coordinating orientation. Support staff with administrative needs, such as expense reimbursements. Coordinate internal communication and disseminate information. Collaborate with HR on employee engagement initiatives. Office Policies and Compliance: Ensure compliance with company policies and procedures. Assist in the implementation of office-related policies and guidelines. Conduct regular audits to ensure adherence to compliance standards. Maintain knowledge of relevant laws and regulations. Requirements: Bachelor's degree in business administration or a related field (preferred). Proven experience in office administration or a similar role. Proficiency in MS Office applications (Word, Excel, Power Point, Outlook). Strong organizational and multitasking skills. Excellent communication and interpersonal skills. Attention to detail and problem-solving abilities. Ability to work independently and as part of a team. Flexibility to adapt to changing priorities and deadlines. Professionalism, integrity, and a positive attitude. Prefer to be bilingual in verbal and writing. #J-18808-Ljbffr

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