The posting
We are seeking a proactive, organized, and service-oriented Administrative Executive to support the smooth day-to-day operations of the office. This role is responsible for front desk operations, office administration, facilities coordination, vendor management, finance-related administrative support and HR support functions.
Key Responsibilities
Reception & Front Desk Management
- Welcome and assist clients, visitors, and employees in a professional manner.
- Manage the reception area to ensure a neat, organized, and welcoming environment.
- Handle incoming calls, emails, and general enquiries.
- Manage incoming and outgoing mail, courier services, deliveries, and packages.
Office Administration & Facilities Management
- Provide administrative support for daily office operations.
- Maintain and organize office records, documents, filing systems, and administrative databases.
- Coordinate meeting room bookings and support meeting arrangements.
- Handle procurement of office supplies, pantry items, and other operational requirements.
- Monitor office inventory and ensure adequate stock levels.
- Coordinate office maintenance, repairs, and servicing with external vendors and contractors.
- Oversee the upkeep of office facilities, equipment, pantry, and common areas.
Vendor & Procurement Management
- Manage vendor relationships for office supplies, maintenance services, and operational requirements.
- Coordinate sourcing, purchasing, and delivery of office-related supplies and services.
- Ensure timely renewal of office memberships, subscriptions, and service agreements where applicable.
Finance & Administrative Support
- Assist in preparing and processing expense claims and supporting documents.
- Support reconciliation and payment processing for corporate credit cards and memberships.
- Maintain records of office expenses and budget tracking.
- Assist with simple accounting and finance-related administrative tasks when required.
- Prepare reports, proposals, memos, presentations, and other administrative documentation as needed.
Corporate & Ad-Hoc Support
- Coordinate travel arrangements, flight bookings, and hotel reservations when required.
- Support onboarding logistics for new employees, including workstation setup, office supplies, building access, and related arrangements.
- Assist in organizing employee engagement activities, company events / meetings and team initiatives.
- Provide administrative support for ad-hoc projects and initiatives.
- Perform any other duties assigned by internal stakeholders.
Requirements
- Diploma or Degree in Business Administration or a related discipline.
- Prior experience in administration, office management and reception is an advantage but not required.
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
- Strong organizational and multitasking skills with attention to detail.
- Good communication and interpersonal skills.
- Positive attitude, willingness to learn, and ability to work independently.
- Ability to manage multiple priorities in a fast-paced environment.
- Able to handle sensitive and confidential information with discretion.
