Office Administration and Executive Secretary

We are seeking a highly organized, proactive, self-motivated individual to join us as our Office Administrator & Executive Assistant to support the CEO and senior management team. This role is central to keeping the office running smoothly — managing executive schedules, coordinating sales documentation (quotations and invoicing), handling HR administrative functions, and taking on ad-hoc responsibilities as the business requires. The ideal candidate is a strong multitasker with excellent communication skills, sound judgment, and the ability to maintain confidentiality at all times.

1. Executive & Management Support

• Manage and coordinate the CEO's and senior management's daily schedules, calendars, and appointments.
• Arrange meetings, prepare agendas, and take minutes where required.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Screen calls, emails, and correspondence, prioritizing and routing as appropriate.
• Prepare presentations, reports, and briefing materials for the CEO/management.
• Act as the primary point of contact between the CEO/management and internal/external stakeholders.

2. Quotations & Invoicing Coordination

• Track and monitor outstanding quotations, following up with relevant teams for timely submission.
• Maintain a schedule/tracker of invoicing timelines to ensure invoices are issued and payments are collected on time.
• Liaise with sales, finance, and clients to resolve discrepancies in quotations or invoices.
• Maintain accurate records of quotation and invoice status, flagging overdue items to management.
• Generate periodic reports on quotation-to-invoice conversion and outstanding receivables.

3. HR Administrative Support

• Assist with onboarding and offboarding processes (documentation, equipment, access, orientation scheduling).
• Maintain and update employee records, leave records, and attendance tracking.
• Support recruitment administration (scheduling interviews, coordinating with candidates, maintaining applicant records).
• Assist in preparing HR letters, contracts, and other employment documentation.
• Support payroll administration by collating relevant data (e.g., attendance, claims) for the finance/HR team.
• Help coordinate employee engagement activities, training schedules, and internal communications.

4. General Office Administration

• Oversee day-to-day office operations, including supplies, vendor management, and facilities coordination.
• Maintain proper filing systems (physical and digital) for company records and documents.
• Handle procurement of office equipment and supplies as needed.
• Support event planning for company meetings, functions, and client engagements.

5. Other Duties as Required

• Undertake ad-hoc projects and tasks assigned by the CEO or management team.
• Provide backup support across departments during peak periods or staff absences.
• Continuously identify opportunities to improve administrative processes and efficiency.