Executive, Office Administration

Job Description

Operations & Coordination:

1. Oversee and delegate tasks to receptionists, dispatch riders, and outsourced contractors to ensure efficient workflow.
2. Train and mentor administrative and support staff to maintain high service standards and adherence to company procedures.
3. Coordinate office renovations and fit-out projects as required.

Procurement & Vendor Management:

1. Source, liaise, and negotiate with vendors for enquiries and quotations.
2. Identify and resolve contractual issues and disputes to ensure smooth vendor operations.
3. Maintain and monitor inventory levels for office and pantry supplies, ensuring timely replenishment.
4. Prepare purchase orders and goods receipts in SAP, ensuring accurate financial tracking.
5. Verify and approve invoices to maintain correct billing details.

Administrative & Compliance Support:

1. Develop and implement office policies and procedures to enhance operational efficiency.
2. Maintain organized paper and electronic filing systems for quick document retrieval.
3. Support staff onboarding and offboarding processes.
4. Manage corporate memberships and newspaper subscriptions.
5. Assist in the acquisition and disposal of fixed assets.

Reporting & Safety Compliance:

1. Provide regular budget analysis and data reporting for departmental decision-making.
2. Administer workplace safety initiatives, including fire warden responsibilities and first-aid box management.
3. Ensure firefighting equipment is available and in good working condition.

General Support:

1. Provide backup reception coverage as needed.
2. Perform ad-hoc duties and tasks assigned by the Manager.

Job Requirements

1. GCE ‘O’ Level with at least 5 years’ relevant experience; or Diploma in Business Administration with 3 years’ relevant experience.
2. Strong organizational and multitasking abilities.
3. Excellent communication and interpersonal skills.
4. Ability to work independently and proactively suggest improvements.
5. Knowledge of SAP will be an added advantage.
6. Proficient in Microsoft Office.
7. Excellent command of English language (both verbal and written).
8. Excellent team player with ability to meet tight deadlines.
9. Resourceful, well-organised, problem solver, decisive and meticulous with strong analytical skills.
10. Ability to work independently with very minimal supervision.
11. Able to start immediately or within short notice will be an added advantage.