Guest Relations cum Admin Officer - #1169402

JobSummary

We are looking for an experiencedand proactive Senior Office Administrator & Executive Support professionalto oversee the day-to-day administration of our Singapore office whileproviding administrative support to senior leadership and the HR team.

The successful candidate will manageoffice operations, coordinate corporate travel, support HR administration,maintain company assets, and provide executive support to two seniorexecutives. This role also requires regular communication with China-basedstakeholders; therefore, the ideal candidate should be effectively bilingual inEnglish and Chinese.

The ideal candidate is highlyorganized, resourceful, able to multitask in a fast-paced environment, andcapable of handling confidential information with professionalism.

KeyResponsibilities

OfficeAdministration

• Oversee the daily administration and smooth operation of the Singapore office.
• Coordinate office maintenance, repairs, office equipment, and service providers.
• Liaise with building management, vendors, and suppliers on office-related matters.
• Manage procurement and inventory of office supplies and equipment.
• Coordinate meeting rooms, office logistics, and internal company events.
• Ensure office facilities are maintained in a safe, clean, and professional environment.

ExecutiveSupport

• Provide administrative support to two C-suite executives.
• Manage calendars, appointments, meetings, and travel schedules.
• Prepare meeting materials, presentations, and reports where required.
• Coordinate meetings and follow up on action items.
• Handle confidential information with professionalism and discretion.

CorporateTravel Coordination

• Arrange flights, accommodation, transportation, and visa applications for employees and management.
• Prepare travel itineraries and coordinate travel logistics.
• Liaise with travel agencies and vendors for cost-effective arrangements.
• Monitor travel expenses and maintain travel records.

HRAdministrative Support

• Support HR in maintaining employee records and documentation.
• Assist with onboarding and offboarding arrangements.
• Support work pass applications, renewals, cancellations, and MOM documentation.
• Coordinate employee medical insurance enrolment and insurance claims.
• Assist with leave administration, staff claims, and HR filing.
• Support employee engagement activities and training coordination.

CompanyAsset Administration

• Maintain records of company assets including laptops, mobile devices, access cards, and office equipment.
• Coordinate issuance and return of company assets during onboarding and offboarding.
• Maintain accurate asset inventory records.
• Coordinate equipment procurement, repairs, and replacement with IT and vendors.
• Conduct periodic inventory checks.

RegionalCoordination

• Coordinate administrative matters with China-based teams.
• Arrange meetings and communications between Singapore and regional stakeholders.
• Assist with bilingual communication and document translation where necessary.

GeneralAdministration

• Manage incoming correspondence, courier arrangements, and office communications.
• Maintain proper filing systems and administrative records.
• Provide administrative support across departments as required.
• Assist in organizing company meetings and staff activities.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Human Resources, or a related discipline.
• Minimum 3–5 years of relevant experience in office administration, executive support, or office management.
• Experience supporting senior management.
• Experience coordinating corporate travel and vendor management.
• Familiarity with Singapore HR administration and MOM work pass processes.
• Strong organizational, coordination, and multitasking abilities.
• Excellent communication and interpersonal skills.
• High level of integrity and discretion when handling confidential information.
• Effectively bilingual in English and Chinese to communicate with China-based stakeholders.
• Proficient in Microsoft Office and workplace collaboration tools.

PreferredQualifications

• Experience working in technology, fintech, or multinational companies.
• Experience supporting regional teams.
• Familiarity with HR administration and employee benefits.