Office Executive

5 hours ago

Pasir Panjang, Singapore WEICHAI SINGAPORE PTE LTD Full time $60,000 - $120,000 per year

We are seeking a highly organized and proactive Office Executive with at least 2-3 years of experience to manage the day-to-day administrative operations of the office. The ideal candidate will be an independent, detail-oriented professional capable of handling office and facilities management, travel arrangements, supply procurement, and processing various claims for top management.

Key Responsibilities:

  • Office & Facilities Management:

  • Oversee the smooth running of the office environment, ensuring it is well-maintained, organized, and fully operational.

  • Coordinate office maintenance, including cleaning services, repairs, and managing office utilities.
  • Liaise with building management for any issues relating to office infrastructure and facilities.

  • Travel & Accommodation Management:

  • Handle all hotel and air ticket bookings for employees and top management, ensuring arrangements are cost-effective and meet their preferences.

  • Organize itineraries, provide travel documents, and ensure all travel needs are efficiently managed.

  • Procurement & Inventory Management:

  • Manage the procurement and replenishment of pantry supplies and office stationery.

  • Maintain an organized inventory system to track supplies and equipment.

Administrative Support:

  • Provide administrative support to the management team, including scheduling meetings and coordinating logistics.
  • Process personal claims for top management, ensuring timely and accurate submission of expense reports.
  • Handle confidential documents and communications with discretion.

  • Other Ad-hoc Duties:

  • Coordinate with external vendors and service providers for any office-related needs (Pest control, Aircon servicing, Cleaning servicing etc).

  • Submission of invoices for vendors' services.
  • Assist with event planning or team-building activities, as needed.
  • Sending out of mass announcements if needed.
  • M1 corporate line management (enrolling monthly data passports etc).
  • Answering phone calls and opening the door for guests.
  • Setting up of work desks for new hires & updating of seating arrangement plan.

Qualifications:

  • Education: Bachelor's degree in Business Administration or a related field is preferred.
  • Experience: Minimum 2-3 years of experience in an office administrative or facilities management role.

  • Skills & Competencies:

  • Strong organizational and time-management skills.

  • Ability to handle multiple tasks and prioritize effectively.
  • Excellent communication skills, both written and verbal.
  • High level of attention to detail.
  • Ability to work independently with minimal supervision.
  • Proficient in MS Office Suite (Word, Excel, PowerPoint).
  • Familiarity with expense management and travel booking systems.
  • Knowledge of office management procedures and systems.

  • Personal Attributes:

  • Proactive and resourceful.

  • Ability to handle confidential information with discretion.
  • A team player with a positive attitude.
  • Flexible and adaptable to changing priorities.
  • Able to work in a face paced environment.

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