The posting
Company Overview
OFFICE SECRETARIES PTE. LTD.
Job Summary
The Office Administrative Coordinator supports daily office operations, front-of-house functions, and conference center activities, ensuring smooth workflow and excellent client service in a fast-paced professional environment.
Responsibilities
- Provide administrative support for daily office activities to ensure efficient operations
- Greet clients and visitors warmly, assign offices, assist with secretarial support, travel/hotel arrangements, and create guest name cards to enhance client experience
- Schedule meetings, book and prepare conference rooms, manage visitor logs, and set up video conferencing to meet meeting requirements
- Assist guests with WIFI connection and login troubleshooting to ensure seamless technology use
- Answer and direct incoming local and international calls professionally to appropriate personnel
- Liaise with building management by submitting service requests to maintain office facilities
- Maintain leave calendar and coordinate out-of-office backup support including Legal Support Specialists
- Receive and log deliveries accurately to ensure proper distribution
- Plan and execute in-house events and activities to support team engagement
- Arrange catering services, coordinate with food service staff, manage supplies and beverage inventory to ensure timely and accurate service
- Submit vendor invoices for payment and maintain direct vendor communications
- Coordinate and perform various administrative duties for Shareholders, Directors, and Managers as requested
- Support other department activities and perform additional duties as assigned
- Work overtime flexibly as needed to meet office demands
Required competencies
- Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
- Strong written and verbal communication skills; ability to answer phones and transfer calls and professionally meet and greet visitors
- Strong attention to detail, organizational skills and ability to manage time effectively
- Excellent interpersonal skills and the ability to collaborate well in a team
- Ability to work under pressure to meet strict deadlines
Preferred skills and qualifications
- Diploma in Hospitality Management (preferred but not essential)
- Five years of professional administrative experience, preferably in a large or mid-size organization
- Proficiency in Windows-based software and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)
- Ability to quickly learn new software applications
Other Information
This individual should also be flexible to work overtime as needed. This is an in-office position, 5 days a week. This role reports to the Office Services Manager.
The firm is an Equal Opportunity Employer committed to merit-based recruitment, hiring, training, and promotion.
- Please send your resume to: [email protected].
