Senior Administrative Executive

Key Responsibilities

• Provide administrative and operational support to the Admin function, and administrative support to the IT function.
• Take ownership of day-to-day office administration and ensure the office is well organised, properly maintained and runs smoothly.
• Manage office and pantry supplies, including inventory monitoring, replenishment, purchase requisitions, vendor coordination and invoice verification.
• Manage a high volume of corporate travel arrangements for employees, including frequent business travellers, covering flight bookings, hotel accommodation, visa applications and other travel-related requirements.
• Manage company cash advances provided for travel bookings, including proper tracking, supporting documentation and timely reconciliation.
• Liaise with travellers, travel agents, hotels and other service providers to ensure travel arrangements are accurate and completed on time.
• Handle urgent or last-minute travel changes and provide occasional administrative and travel support outside normal office hours, including weekends, when business needs arise.
• Handle incoming telephone calls and professionally attend to visitors.
• Perform general administrative duties including documentation, filing, data updating and maintaining the monthly telephone/contact list.
• Process CEO expense claims and prepare monthly expense reports, ensuring accuracy and timely submission.
• Coordinate with vendors and service providers on office-related matters and follow through on outstanding issues.
• Support office facilities and general workplace matters as required.
• Coordinate monthly HOD meeting
• Perform other ad-hoc duties as assigned.

Requirements

• Diploma in Business Administration or equivalent.
• At least 5 years of relevant administrative experience, with hands-on experience in corporate travel coordination and office administration. Candidates with more extensive relevant experience will be an advantage.
• Experience in managing multiple or high-volume corporate travel requests would be an advantage.
• Able to work independently with minimal supervision and take ownership of assigned responsibilities.
• Proactive and resourceful, with a strong sense of responsibility and follow-through.
• Good time management skills with the ability to prioritise and manage multiple tasks.
• Meticulous, organised and attentive to detail.
• Good interpersonal and communication skills.
• A team player who is comfortable working with employees at all levels.
• Positive and responsible work attitude, with a willingness to learn, support the team and take ownership of responsibilities.
• Proficient in Microsoft Office applications.