Office Administration Executive (AWSSuntec)

About the Role

We are looking for a proactive and organized Office Administration Executive to support the day-to-day administrative and office operations of the company. The successful candidate will be responsible for office administration, facilities coordination, travel arrangements, procurement, budget administration, document management, and providing general operational support to ensure the smooth running of the office.

Key Responsibilities

Office Administration

• Manage front desk operations, including welcoming visitors, handling incoming calls, receiving mail and courier deliveries.
• Maintain a professional, safe and efficient office environment.
• Liaise with building management, vendors and service providers on office-related matters.

Facilities & Office Operations

• Coordinate office maintenance, repairs and servicing of office equipment, furniture and facilities.
• Manage office assets, office supplies, stationery inventory and procurement.
• Coordinate office cleaning, company vehicles and other administrative services.
• Ensure workplace safety, office hygiene and emergency supplies are properly maintained.

Corporate Administration

• Coordinate meeting logistics, including meeting room preparation and refreshments.
• Arrange business travel including flight bookings, hotel reservations and transportation.
• Maintain company records, archives and document filing systems.
• Coordinate outsourced document storage and archive retrieval when required.

Budget & Procurement

• Support departmental procurement activities.
• Process purchase requests, reimbursement documentation and expense claims.
• Maintain administrative registers and prepare expenditure reports and analysis.

Process Improvement

• Assist in developing and improving administrative policies, procedures and documentation.
• Support implementation of office administration best practices.
• Perform any other ad hoc duties assigned by the Head of Department.

Requirements

• Bachelor’s Degree in Business Administration or a related discipline.
• Minimum 2 years’ experience in office administration, corporate administration or facilities administration.
• Experience supporting office operations in a corporate environment will be an advantage.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Good organisational and multitasking skills with strong attention to detail.
• Able to work independently and manage multiple priorities in a fast-paced environment.
• Strong interpersonal and communication skills.
• Possession of a Singapore Class 3 / 3A Driving Licence is an advantage.
• Proficient in both English and Mandarin to communicate with English- and Mandarin-speaking stakeholders and to prepare or review bilingual corporate documents where required.