Office Admin Coordinator

3 days ago

Singapore CHRISTIAN BASSETT (SINGAPORE) PTE. LTD. Full time

**JOB TITLE**: GTR-DIS Office Coordinator, Singapore
**REGION/COUNTRIES MANAGED**: APAC with focus on Singapore
**JOB LOCATION**: Singapore
**WEEKLY HOURS**: 100%
**DIVISION / DEPARTMENT**: GTR-DIS Administration
**REPORTS TO**: HRBP MEIA & APAC

**POSITION DETAILS**:
**JOB PURPOSE**
The Office Coordinator for Singapore supports efficient office management, seamless coordination of regional operations, and proactive support of cross-functional teams. This role supports both International Distributors and Global Travel Retail divisions.

**DUTIES AND RESPONSIBILITIES**:
**Daily / Regular Tasks (40%)**
- Coordinate team events and monitor budgeting
- Handle day-to-day office needs (e.g., stationery, beverages, plants) with local vendors
- Liaise with landlord agent regarding lease terms or office renovation
- Submit vendor invoices to the workflow system

**HR Assistance (25%)**
- Point of contact for central HR team
- Manage contract signing and archiving
- Send expense reports to payroll
- Verify employee income tax matters
- Support new joiner onboarding
- Monitor Employment Pass renewals
- Assist with HR projects (e.g., Workday roll-out)

**IT Support (15%)**
- Set up and replace laptops for staff
- Coordinate with local and HQ IT and broadband providers
- Maintain stock of hardware

**Reporting and Workflow (20%)**
- Input non-financial data for central finance
- Champion invoice coding workflow for Travel Retail A&P and TA invoices

**INTERNAL & EXTERNAL INTERACTIONS**:
**Internal**
- Line Manager (HRBP MEIA/APAC)
- Heads of Region (International Distributors, Global Travel Retail)
- Sales & Marketing Managers
- HR & Legal Departments

**External**
- Local suppliers
- Payroll provider
- Travel Retail customers
- Travel agency

**WORKING CONDITIONS**:

- Full-time, 100% role based in central Singapore
- Option for 1 remote day per week
- No direct reports

**QUALIFICATIONS**:
**Minimum Experience Requirements**
- At least 3 years in office admin, executive support, or regional coordination
- Comfortable working across time zones and cultures
- Experience in vendor management and procurement processes
- Strong discretion and confidentiality

**Mindset**
- Service-oriented, self-driven, flexible, proactive, hands-on, team player

**Key Competencies**
- Customer focus
- Professional integrity
- Organizational excellence
- Effective communication
- Strong interpersonal skills
- Problem-solving ability
- Meticulous attention to detail
- Office administrative experience

**Preferred Experience**
- Proven experience in office operations and stakeholder management

**Education**
- Minimum: Secondary school degree
- Preferred: Certifications in project management or administrative support

**Language Skills**
- Fluent in English (written and spoken)
- Additional APAC language is a plus

**Technical Skills**
- Proficient in MS Office (Outlook, Excel, PowerPoint, Word)
- Familiarity with Teams, SharePoint, or Concur

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