ADMIN EXECUTIVE

Location: Woodlands

Working Hours: 5.5 days (8am to 5:30pm, 8am to 12pm)

Job Description:

Provide comprehensive administrative support for the Company's day-to-day corporate and office operations.

Manage and maintain the overall office environment, facilities, cleanliness and housekeeping standards , ensuring issues are identified, followed up and properly resolved.

Coordinate and supervise external vendors, cleaners/workers and service providers, ensuring assigned work is completed according to Company requirements.

Conduct regular office and facilities inspections and follow through on outstanding issues until closure.

Coordinate company-wide events, employee welfare activities, monthly gatherings/retreats, festive celebrations and other corporate activities , including sourcing, budgeting, logistics and execution.

Provide administrative and hospitality support for Management meetings and corporate functions , including meeting room arrangements, refreshments and other necessary preparations.

Manage meeting rooms, office supplies, pantry supplies, office equipment, plants and other common facilities to maintain a clean, comfortable and professional working environment.

Assist in the administration and coordination of company vehicles and drivers , including vehicle cleanliness, maintenance schedules and other operational requirements.

Liaise and coordinate with internal departments, vendors, suppliers, contractors and other external parties on administrative matters.

Source vendors, obtain and compare quotations, prepare proposals and coordinate purchases/services in accordance with Company requirements.

Maintain proper administrative records, contracts, service agreements, invoices, quotations and other relevant documentation.

Monitor administrative expenses and support invoice verification and payment processing.

Proactively identify opportunities to improve administrative processes, workplace environment, employee experience and operational efficiency .

Utilize digital and AI tools where appropriate to improve planning, documentation, coordination and administrative efficiency.

Support ad-hoc corporate initiatives and perform any other duties as assigned by Management.

Requirements:

• Diploma or Degree in Business Administration, Business Management or a related discipline .
• Minimum 2 years of relevant administrative experience ; experience in corporate administration, office/facilities management or the construction/engineering industry will be advantageous.
• Strong organizational, coordination and follow-up skills with the ability to manage multiple tasks simultaneously.
• Hands-on, proactive and detail-oriented , with a strong sense of ownership and responsibility.
• Able to independently identify issues, coordinate the necessary resources and follow through until completion .
• Good interpersonal and communication skills with the ability to work effectively with Management, employees, vendors and workers.
• Proficient in Microsoft Word, Excel and PowerPoint ; comfortable utilizing digital and AI productivity tools.
• Good team player with the ability to work independently when required.
• Able to support company events or activities outside normal working hours when required.
• Able to communicate effectively in Mandarin to liaise with Mandarin-speaking associates and stakeholders.