Office Admin Executive, (Serangoon), Contract

SUMMARY:
The Office Admin Executive is responsible for overseeing day-to-day administrative functions and ensuring smooth office operations across multiple countries (SG, MY, VN). The role involves managing facilities, vendors, and administrative support tasks, including visa applications, lease contracts, and staff welfare arrangements.

RESPONSIBILITIES:

 General Office Administration
  •  Manage daily office operations, including pantry supplies, stationery purchase, and cleanliness.
  •  Oversee pantry restocking, monthly coffee capsule purchases, vending machine management.
  •  Coordinate cleaning services and supervise the cleaner aunty.
  •  Handle carpet cleaning, pest control, and facilities management.
  •  Organize quarterly birthday celebrations, wellness/get-well benefits, compassionate leave benefits,   
                  and newborn benefits.
  •  Manage room, cabinet, and pedestal key distribution (locker key management).
  •  Serve as fire warden and maintain the first aid box with designated First Aiders.
  •  Plan and support team-building events and catering for meetings or All-Hands.

Facilities and Vendor Management
  •  Coordinate with vendors for aircon maintenance,  CCTV systems, door access readers, and
                  badge printing.
  •  Oversee office renovation, lighting, renovation work, printer, and movers.
  •  Liaise with property management and serve as main contact point.
  •  Administer building access and carpark passes.
  •        Vending Machine vendor management, creation/cancellation of vending machine card and
                  report of lost card or faulty card and year-end tracking of usage for management.

Lease Management
  •  Manage office lease contracts for SEA region.

Visa Processing
  •  Singapore entry visa and MOM work exemptions for overseas employees

Support & Compliance
  •  Handle name card and badge printing for new employees.
  •  Maintain and update employee cubicle tag, manager/conference room tags.
  •  Coordinate BizSafe renewal certification and documentation.
  •  Ensure compliance with Energy Market Authority (EMA) LEW endorsement requirements.

Hotel& Travel Coordination
  •  Oversee all inbound hotel bookings and renewals.
  •  Oversee all account creation of flight booking system

  •  Assist management inflight booking
  •  Advise traveller on travel policies and procedure and process flow.

 REQUIREMENTS
  •  Diploma in Business Administration or related discipline.
  •  2 years of experience in office administration, with multi-country coordination a plus.
  •  Vendor management and multitasking abilities.
  •  Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
  •  Organizational, communication, and interpersonal skills.
  •  Ability to handle confidential information with integrity and discretion.