Office Administrator

Role Overview

We are in search of a highly organized, proactive, and detail-focused Office Administrator to manage the daily administrative functions of our office in Singapore. The successful candidate will be responsible for ensuring an efficient and well-maintained workplace by handling administrative responsibilities, coordinating office logistics, supporting employees, and fostering a welcoming environment.

Primary Responsibilities

• Oversee daily office operations to maintain a tidy, organized, and effective workspace.
• Manage communication through handling emails, mails, and greet visitors professionally.
• Maintain filing systems, records, and various administrative documents with accuracy.
• Arrange and coordinate office meetings, including preparation of meeting rooms and associated logistics.
• Manage office calendars and shared resources to ensure smooth scheduling.
• Liaise with building management, landlords, contractors, and vendors for office maintenance, repairs, and upkeep.
• Ensure office equipment is operational and coordinate servicing when needed.
• Stock and monitor office supplies, pantry items, and stationery, keeping comprehensive inventory records.
• Source quotations and manage procurement of office supplies and services.
• Handle correspondence and coordination with external vendors including cleaning, courier, and maintenance services.
• Process invoices and assist with expense tracking and payment coordination.
• Provide administrative support to management and various departments as required.
• Arrange travel and accommodation for staff and visitors as necessary.
• Prepare reports, presentations, and business documentation in support of company operations.
• Support organizing company events, meetings, and employee activities.
• Maintain accurate administrative records and ensure compliance with office policies and procedures.
• Assist with document control and confidential information management.

Candidate Requirements

• Diploma or Bachelor's degree in Business Administration or a related field.
• At least 12 months of experience in office administration or administrative support roles.
• Strong organizational and time management capabilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to prioritize multiple tasks and work independently.
• Attentive to details with solid problem-solving abilities.

Preferred Qualifications

• Experience in managing office facilities and vendor relationships.
• Knowledge of procurement and invoice processing procedures.
• Prior involvement in HR or finance-related administrative duties is a plus.

Personal Attributes

• Professional, dependable, and self-motivated.
• Approachable with excellent customer service skills.
• Strong interpersonal and coordination skills.
• Capacity to maintain confidentiality and exercise discretion.
• Adaptable to fast-paced environments and able to thrive under pressure.

What We Provide

• A competitive salary and benefits package.
• A supportive, cooperative working environment.
• Career advancement and professional development opportunities.
• Experience within a dynamic and expanding organization.