Office Executive

Key Accountabilities:

Office Operations & Facility Management

• Site Management: Oversee daily operations for the Singapore site to ensure a safe, high-functioning, and welcoming environment.

• Vendor Relations: Act as the primary point of contact for building management and various external vendors.

• Procurement & Finance: Manage the annual office budget. Coordinate with procurement vendors and liaise with the Philippines-based payment, invoicing, and security teams for administrative alignment.

• Access & Assets: Manage the Face Recognition access system, register employee security passes, and oversee the allocation of personal lockers.

Stakeholder & Travel Management (local leadership support)

• System Proficiency: Utilize Navan for end-to-end travel logistics (flights, accommodation, visas) and concur for expense management and reconciliation.

• Local Leadership Support: Provide dedicated coordination for Singapore’s leadership, including managing external meeting logistics with partners

• Relationship Management: Curate and arrange customized gift hampers for partners and stakeholders for special occasions and festive periods.

• Executive Hospitality: Organize boardroom logistics and catering for high-level meetings and visiting leadership.

Engagement, CSR & Team Culture

• Project Leadership: Plan and execute Corporate Social Responsibility (CSR) initiatives and team-building events.

• Event Management: Oversee special budgets for celebratory year-end events and internal office gatherings to maintain high employee morale.

• Engagement Initiatives: Boost office morale by organizing "pulse" events, including random lunch sessions, afternoon teas, and drink sessions.

HR Operational Support

• Employee Lifecycle: Responsible for local onboarding/offboarding logistics for the Singapore team.

Qualifications:

• A bachelor’s degree in HR/Business administration, or a related discipline

• Systems: Proficiency in Navan & Concur.

• Communication Platforms: Highly proficient in Slack and Microsoft Teams for real-time coordination and internal announcements.

• Software Suite: Advanced user of MS Office (specifically Outlook for calendar management, Excel for budget tracking, and Word for documentation).

• Experience: Proven track record in office management, facility oversight, or executive assistance.

• Communication: Strong ability to coordinate across functions.

• Financial Literacy: Experience managing a functional budget and navigating procurement/invoicing workflows.

• Database Management: Comfortable tracking contract timelines and managing security software databases.