Senior Office Administrator

About the Role

We are looking for a diligent and highly organised Senior Office Administrator to manage the daily functions of our Singapore office and provide executive support to Senior Regional Executives. This position is crucial in maintaining smooth office operations, managing facilities, vendors, supplies, workplace services, and employee administration to foster a safe, efficient, and welcoming work environment.

Key Responsibilities

• Oversee everyday office operations ensuring workplace safety and organisation.
• Administer employee leave records, monitor balances, and address related queries.
• Act as the main contact for visitors, contractors, and service providers, managing access and arrivals.
• Handle mail processing including in-bound, out-bound, deliveries, and couriers.
• Provide comprehensive administrative assistance to staff and leadership.
• Support Senior Regional Executives with administrative tasks including managing expense claims ensuring timely, accurate, and compliant submissions.
• Coordinate travel plans encompassing flights, lodging, transport, itineraries, and visa matters.
• Serve as liaison with building management for office facilities maintenance and improvements.
• Manage repairs, upkeep, and ensure office equipment and common spaces are properly maintained.
• Supervise stock levels and replenishment of office stationery and consumables.
• Process purchase orders, coordinate with suppliers, and monitor spending.
• Manage pantry inventory, arranging purchases and liaising with vendors to maintain a clean and well-stocked pantry area.
• Coordinate with and evaluate external vendors like cleaners, maintenance teams, and suppliers, ensuring service level agreements are met.
• Support workplace health and safety initiatives, including emergency preparedness and first aid resources management.
• Assist with office events, employee engagement programs, and miscellaneous administrative projects as needed.

Qualifications and Experience

• Diploma or Degree in Business Administration, Office Management, or related field.
• At least 3 to 5 years of pertinent experience in office administration, operations, or facility management.
• Demonstrated skills in managing office operations, vendor relations, supplies, and administrative processes.
• Experience supporting senior-level management is highly regarded.
• Strong organisational abilities with efficient time management and multitasking skills under pressure.
• Excellent communication and interpersonal skills capable of professional interactions with various stakeholders.
• Proactive, resourceful, hands-on, adaptable, and possessing a positive approach with a strong sense of responsibility.
• Approachable and service-minded, focused on ensuring a positive office environment.
• Maintains confidentiality with high levels of integrity and attention to detail.
• Skilled in managing multiple priorities and coordinating among diverse groups independently.
• Proficient in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.