Office Executive

Responsibilities:

1. Management Reporting:

• Consolidate data of weekly operational KPIs from various departments to create detailed management reports for executives.


• Prepare monthly operations review presentations.


• Ensure reports are accurate, clear, and delivered on time, providing insights to assist in executive decision-making.


• Generate ad-hoc reports requested by management and consolidate accordingly.


• Collaborate with different teams to gather and organize the required information and metrics for reporting.

2. Operations Coordination:

• Maintain Operations Meeting Master Tracker.


• Monitor and update action items from operations meetings.


• Follow up with action owners on overdue tasks.


• Track improvement projects.

3. Office Task Coordination:

• Manage day-to-day office operations, ensuring tasks such as document management, scheduling, and office supplies inventory are handled efficiently.


• Oversee the organization and tracking of office tasks, ensuring deadlines are met and priorities are managed effectively.


• Maintain the office filing system, both digital and physical, ensuring easy access to important documents.

4. Meeting / Event Coordination:

• Plan and coordinate office events, including meetings, conferences, and team-building activities.


• Prepare meeting agendas in collaboration with department heads.


• Attend meeting as required and take accurate and detailed minutes, including recording decisions, action items and deadlines.


• Distribute meeting minutes promptly within 24 hours to relevant parties and ensure follow-up on assigned action items.


• Ensure smooth execution of events by managing logistics, venue bookings, catering arrangements, and any other necessary details.


• Collaborate with internal teams to align event objectives and ensure all arrangements meet company standards.

5. Supply Chain & Logistics Support

• Maintain shipment tracking dashboard.


• Follow up with planning, procurement and logistic team.


• Highlight potential delays and risks.

6. Travel and Accommodation Management:

• Manage bookings for staff travel, including flight arrangements, hotel reservations, and transport logistics.


• Ensure all travel plans comply with company policies and meet the specific needs of staff and executives.


• Keep accurate records of travel itineraries and bookings, ensuring timely communication with staff regarding their arrangements.

7. Vendor and Service Management:

• Liaise with external vendors for office supplies, event services, and travel arrangements, ensuring timely delivery and cost-effectiveness.


• Processing and managing purchase requisitions through the SAP system.


• Manage relationships with travel agencies, hotels, and transport service providers to secure the best rates and ensure a smooth booking process.

8. General Administrative Support:

• Provide administrative support to the management team as required, including calendar management, meeting coordination, and handling correspondence.


• Ensure the office environment remains organized and conducive to a productive work atmosphere.