Administrative Executive - #1162838

Overview:
Administrative Executive to support Administration Manager. This role is expected to follow standard operation procedure and perform daily tasks in relation to admin operations.

Key Responsibilities:

• Office & Facilities Coordination

1. Supply Management: Monitoring and ordering office stationery, pantry supplies, and cleaning materials. Ensuring stock levels are adequate.

2. Vendor Coordination: Liaising with vendors for maintenance

3. Mail & Courier: Managing incoming/outgoing mail, courier bookings, and distribution of packages.

4. Housekeeping: Ensuring the office environment is clean, tidy, and presentable for staff and visitors.

5. Staff Orientation: Manage onboarding and staff exit procedure.

• Administrative & Clerical Support

1. Data Entry & Filing: Maintaining both physical and digital filing systems.

2. Document Preparation: Drafting, formatting, and proofreading letters, memos, reports, and presentations.

3. Correspondence Management: Answering general phone calls, responding to emails, and forwarding messages to the appropriate person.

4. Meeting Support: Booking meeting rooms, setting up AV equipment

5. Oversee, coordinate, and supervise outsourced service providers to ensure compliance with service standards.

• Reception & Visitor Management

1. Greeting Visitors: Welcoming clients, partners, and guests in a professional and friendly manner.

2. Phone Switchboard: Operating the main phone line, directing calls, and taking messages.

3. Visitor Logs: Maintaining a sign-in/out register for visitors and issuing visitor badges.

4. Implement and monitor quality control measures to maintain high levels of cleanliness, safety, and operational efficiency.

Requirements:

• Educational background in Administration and Facilities Management (FM) or related. Fresh graduates are welcome to apply

• Ability to communicate fluently in English and Chinese language.

• Ability to prioritize tasks and manage multiple deadlines.

• Attention to Detail: Spotting errors in documents or discrepancies in schedules.

• Tech Proficiency: Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Knowledge of Zoom/Teams is essential.

• Communication: Clear, professional written and verbal English. Ability to interact with all levels of staff and external contacts.

• Proactiveness: Anticipating needs (e.g., refilling supplies before they run out) rather than waiting to be told.

• Discretion: Handling sensitive company or personnel information with confidentiality.