Secretary & Office Administrator (Oil & Gas)

1 day ago

Outram, Singapore StaffGo 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**
By applying, you consent to StaffGo collecting and using your personal data to assess your suitability for this and future roles, and to contact you about matching opportunities. You may withdraw consent at any time.

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

Pay: $3,500.00 - $4,500.00 per month

Work Location: In person

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