Admin Associate - Singapore

Responsibilities

. Assist the Executive Assistant with daily administrative tasks

. Support coordination and information gathering

. Provide procurement assistance, including sourcing of vendors and budget

. Maintain organized electronic and physical filing systems

. Manage inventory and order office supplies

. Coordinate maintenance and repairs for office equipment and facilities

. Coordinate meetings and logistical support for meetings, including scheduling, gathering materials, setting up venues, preparing agendas and tracking action items

. Coordinate with internal and external stakeholders across various meeting platforms

. Assisting with events planning

. Maintain season parking

. Maintain telephone directory and employee contact list

. Maintain and send birthday messages of identified group of people

. Handle visa applications and prepare invitations letters for visitors

. Prepare and edit documents, reports, and presentations

. Coordinate travel arrangements (flights, hotels, visa, transportation)

. Assist with projects based research

. Source for restaurants, gift ideas

. Arrange lunch / drinks for meetings

. Manage vendor relationships and office vendor/supplier list

. Maintain service contracts (e.g., broadband, mobile line, lease etc)

. Oversee IT infrastructure to ensure optimal performance and security

. Coordinate with external IT service providers and vendors

. Actively support the claim management process of the company

. Responsible for monitoring travel schedules, expense data, school activities, school fees, and school terms etc

Requirements:

. Diploma or Bachelor's degree in Business Administration or a related field, with at least 3 years of experience in office administration

. Possess proficiency in office software

. Proficient in online meeting platforms such as MS Teams and Zoom

. Ability to maintain confidentiality and handle sensitive information

. Demonstrate excellent organisational, multitasking, and problem-solving abilities, as well as experience in travel and event coordination and vendor relationship management

. Strong communication, interpersonal, leadership, and management skills are essential

. Ability to work independently and handle various administrative and IT tasks

Administrative Support

. Assist the Executive Assistant with daily administrative tasks

. Maintain organized electronic and physical filing systems

. Maintain season parking

. Maintain telephone directory and employee contact list

. Maintain and send birthday messages of identified group of people

. Prepare and edit documents, reports, and presentations

. Track and maintain expense data

. Track and monitor school activities, school fees, and school terms

Coordination and Logistics

. Support coordination and information gathering

. Coordinate meetings and logistical support for meetings, including scheduling, gathering materials, setting up venues, preparing agendas, and tracking action items

. Coordinate with internal and external stakeholders across various meeting platforms

. Assisting with events planning

. Coordinate travel arrangements (flights, hotels, visa, transportation, travel partners)

. Arrange lunch/drinks for meetings

. Understand and support the needs of owners children, including managing their schedules, classes, schools, and relevant documents required by the schools

. Assist with planning and coordinating the children's activities and events

Procurement and Inventory Management

. Provide procurement assistance, including sourcing of vendors and budget

. Manage inventory and order supplies

. Manage vendor relationships and maintain vendor/supplier list

. Maintain service contracts (e.g., broadband, mobile line, lease, etc.)

Facilities and IT Management

. Coordinate maintenance and repairs for office equipment and facilities

. Oversee IT infrastructure to ensure optimal performance and security

. Coordinate with external IT service providers and vendors

Travel and Expense Management

. Handle visa applications and prepare invitation letters for visitors

. Actively support the claim management process of the company

. Responsible for tracking travel schedules and keeping an up-to-date record of travel days

Research and Special Projects

. Assist with projects based research

. Source for restaurants, gift ideas

Requirements:

. Diploma or Bachelor's degree in Business Administration or a related field

. Minimum of 3 years of office administration experience

. Proficient in office software and online meeting platforms (e.g., MS Teams, Zoom)

. Capable of maintaining confidentiality and handling sensitive information

. Strong organizational, multitasking, and problem-solving skills

. Experience in travel and event coordination, as well as vendor relationship management

. Excellent communication, interpersonal, leadership, and management skills

. Ability to work independently on various administrative and IT tasks