Secretary & Office Administrator (Oil & Gas)

5 days ago

Singapore STAFFGO PTE. LTD. Full time

**About the Client**:
Our client is a long-established, globally active **oil & gas group**with headquarters in **Indonesia**and operations across the region. The Singapore office partners closely with senior leadership, including the CEO and a Singapore-based Managing Director.

**Job Purpose**:
Provide **comprehensive secretarial support**to the Managing Director and deliver **hands-on office administration**to ensure smooth daily operations. This role reports to the **Managing Director**and works closely with the **Administrative Manager**.

**Key Responsibilities**:
1) Secretarial Support to MD / Leadership
- Manage complex calendars, schedule appointments, and organise internal/external meetings.
- Prepare, organise, and file physical/digital documents for accurate record-keeping and quick retrieval.
- Arrange end-to-end **business travel**(flights, hotels, visas, itineraries) and support **event logistics**.
- Handle **expense reports**and basic financial documentation.
- Provide general administrative support to key executives (MD, CEO visits, senior stakeholders).

2) Front Desk & Office Management
- Keep the front desk **presentable and professional**; welcome and assist guests.
- Manage meeting room bookings and hospitality (refreshments, catering).
- Handle incoming calls, correspondence, courier services; distribute mail.
- Coordinate hotel reservations and transport for visitors and staff when required.
- Oversee day-to-day office operations: facilities, meeting rooms, pantry supplies, cleanliness.
- Be the point of contact for **service providers and maintenance contractors**.

3) Procurement & Inventory Management
- Procure office supplies, equipment, and pantry stock; maintain inventory.
- Liaise with vendors, obtain quotes, and support **cost-effective purchasing/renewals**.
- Coordinate vendors for **corporate gifts, office insurance, printing, and events**.
- Track renewal timelines (e.g., office insurance, service contracts).
- Plan and execute **office events**end-to-end.

**Requirements**:

- **Diploma / Degree**in Business Administration, Hospitality, or Customer Service-related field.
- **2-5 years**of office admin/secretarial experience is an advantage.
- Proficient in **MS Office**(Outlook, Word, Excel, PowerPoint); comfortable with digital filing.
- Strong communication and interpersonal skills; confident with stakeholders at various levels.
- **Detail-oriented, organised**, able to prioritise and multitask in a fast-paced environment.
- Service-minded with a proactive, solutions-oriented attitude; a reliable team player who can work independently.
- **Language**:Business proficiency in **English and Mandarin**to **liaise with Mandarin-speaking stakeholders**and review Chinese-language documents.
- **Professional presentation**appropriate for a client-facing corporate reception/office environment.

**Why Join**:

- Exposure to a global oil & gas business and senior leadership.
- Broad office scope with room to refine processes and vendor management.
- Stable, well-established employer with regional collaboration.

**PDPA Notice**
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StaffGo Pte Ltd - EA Licence No.: 23C2993
Poh Yong Shun (EA Personnel Reg. No.: R25152352)

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