Job Summary

We are seeking a dynamic individual for a hybrid role - Admin & Office Executive with Corporate Secretarial support for both our headquarters (HQ) and local operations. Reporting to the Finance Director, the candidate will be responsible for day-to-day office operations, reception duties, travel coordination, basic payroll and claims support, and assist with corporate secretarial matters.

This role is ideal for someone with strong administrative skills, attention to detail, and approachable personality who is able to interact with internal and external stakeholders. The candidate will work closely with the CEO, COO, Finance department, HR, and external corporate secretarial providers.

Key Responsibilities

General Office Administration / Reception / Executive Support

• Maintain overall office operations, including office supplies, pantry inventory, and general upkeep.
• Coordinate with external vendors such as cleaning services, office equipment maintenance, IT support, and courier partners.

• Manage office facilities, including handling all incoming and outgoing mail and deliveries.
• Greet visitors, oversee meeting room bookings, and manage room set-up.
• Support HR with onboarding activities (e.g., arranging access cards, desk/IT setup, stationery preparation, and interview scheduling).
• Manage travel arrangements for employees, including flight bookings, accommodation, visa processing, and itinerary preparation.
• Assist C-suite leaders with claims preparation and submission.
• Provide support for Company events.

Corporate Secretarial Support

• Laisse with external Corporate Secretary on routine statutory matters.
• Assist in preparing documents for KYC, bank forms, director updates, and corporate filings.
• Assist with organising of board meetings, preparing agendas, arranging logistics, distributing materials.
• Coordinate collection of signatures for corporate documents and resolutions.
• Maintain proper filing of corporate records and registers.

Employee Claims Support

• Perform first-level verification of employee claims to ensure receipts are provided and all submissions comply with company policy.
• Follow-up with Function Heads to manage timely approvals.
• Ensure accurate collation of monthly expenses reports

Ad-hoc Duties

• Support ad-hoc tasks and projects as required from time to time

Requirements

• Diploma or Degree in Business Administration, Finance, or a related discipline.
• 3 years of relevant experience in office administration, executive / PA support, or corporate secretarial support.
• Prior exposure to corporate secretarial processes, basic statutory compliance, or working with external corporate secretarial firms will be an advantage.
• Strong organisational, coordination, and multi-tasking abilities.
• High attention to detail and accuracy, especially in handling documents, claims, and statutory matters.
• Good written and verbal communication skills, with the ability to interact professionally with internal stakeholders and external parties.
• Proficient in Microsoft Office (Excel, Word, PowerPoint) and comfortable with administrative systems.
• Experience handling vendors, travel arrangements, and claims processes is a plus.