1. Reception & Visitor Support

Guide visitors/partners to the correct department or responsible person, notify relevant teams to ensure proper reception procedures.
Operate the reception desk and company hotline, receive incoming calls and transfer them to the appropriate department/personnel.
Manage meeting room equipment and supplies, coordinate and arrange meeting room schedules efficiently.
Receive, record, and deliver incoming documents, correspondence, and packages to the correct recipients to avoid loss.

2. Office Administration & Employee Services

Supervise daily office operations to ensure a clean, organized, and well-functioning work environment.
Supervise the tea lady and ensure all office areas are properly cleaned and maintained.
Track office stationery and pantry inventory, prepare purchase requests and distribute supplies accordingly.
Work with vendors to manage office procurement, repairs, maintenance, and all ongoing service contracts.
Issue staff ID cards, print name cards, support office access rights, and arrange seating plans.
Ensure office plants are maintained according to schedule.

3. Event & Travel Coordination

Coordinate company events, meetings, and conferences, ensuring all logistics are properly arranged.
Arrange business travel bookings: flight tickets, hotels, transportation, in accordance with company policies.
Support internal engagement or cultural activities when required

4. Expense Collection & Reporting

Collect and verify administrative expense documents (utilities, stationery, services, repairs, office rental, vehicles, business trips, etc.).
Prepare payment requests and ensure proper documentation.
Compile and prepare the monthly expense report.

5. Other Tasks (Ad-hoc)

Perform other tasks assigned by the Line Manager, including providing remote support to other offices when required.

REQUIREMENTS

Experience

Skills and Abilities

Good English communication skills
Good communication and interpersonal skills
Careful, well-organize, and service-oriented mindset
Proficiency in Microsoft Excel and Canva for daily tasks and document preparation
Adaptability: Ability to adapt to changing requirements and work efficiently in a fast-paced environment.

Administrative Executive

Senior HR & Office Administrative Executive