Admin Executive

Office Management & Events Coordination

• Ensure that office facilities are maintained in a clean and organized manner, coordinating with vendors for repairs and regular maintenance.
• Monitor and maintain office supplies (stationery, pantry essentials, etc.), restocking when necessary and adhering to budget constraints.
• Manage relationships with service providers (cleaning, security, maintenance) and negotiate contracts or service-level agreements (SLAs).
• Enforce and update office policies related to health, safety, and security protocols.
• Design monthly newsletter for Corporate.
• Cascade office communications for SEA.
• Organize and coordinate internal staff events, team-building activities, and seasonal celebrations.
• Secure venues, manage catering options, coordinate audio/visual needs, and handle any special requirements.
• Gather post-event feedback, track attendance, and assess engagement levels to improve future events.

Office Requisition

• Oversee the end-to-end process for any equipment, software, or service requests, ensuring timely approvals and deliveries.
• Evaluate and select vendors, request quotations, and compare options for best pricing and quality.
• Track spending against budget, flagging discrepancies or potential cost savings.
• Maintain organized records of all requisitions, purchase orders, and vendor agreements.

Invoicing

• Coordinate with vendors and respective functions to ensure accurate, timely invoice processing and payments.
• Verify invoice details (pricing, terms, taxes) and input data accurately into financial systems or accounting software.
• Generate and review regular summaries of invoicing activities, outstanding balances, and payment statuses.
• Support financial audits by providing relevant documentation and ensuring all invoices meet internal and external compliance standards.

Data Management

• Develop and maintain interactive dashboards in Power BI to support operational and administrative reporting.
• Gather data from various sources, ensure data accuracy, and reconcile any inconsistencies before uploading to Power BI.
• Monitor key performance indicators (KPIs) for office management (e.g., cost per vendor, turnaround times) and provide insights to management.

Travel Management

• Handle end-to-end travel arrangements for staff, including ticket bookings, accommodations, and itineraries.
• Keep track of travel budgets, ensure compliance with travel policies, and resolve any billing or reimbursement issues.
• Liaise with travel agencies, hotels, and airlines to negotiate corporate rates and secure the best possible services.

General AdministrativeSupport

• Maintain accurate and up-to-date digital and physical records, including contracts, office policies, and other key documents.
• Identify process inefficiencies, propose improvements, and implement new administrative tools or workflows as needed.
• Act as a point of contact for administrative queries, ensuring smooth communication between different departments.
• Provide support with scheduling important meetings, preparing meeting materials, and setting reminders.
• Any other adhoc tasks assigned

Education:

• Minimum Diploma

MinimumExperience and Knowledge: 

• At least 3-5 years’ experience in Office Administration

Job-Specific/Technical Skills required tocomplete the tasks:

• Strong interpersonal and communication skills, with the ability to build relationships and collaborate effectively.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficient inMicrosoft Office Suite (Word, Excel, PowerPoint).