Admin Executive

Office Management & Events Coordination Ensure that office facilities are maintained in a clean and organized manner, coordinating with vendors for repairs and regular maintenance. Monitor and maintain office supplies (stationery, pantry essentials, etc.), restocking when necessary and adhering to budget constraints. Manage relationships with service providers (cleaning, security, maintenance) and negotiate contracts or service-level agreements (SLAs). Enforce and update office policies related to health, safety, and security protocols. Design monthly newsletter for Corporate. Cascade office communications for SEA. Organize and coordinate internal staff events, team-building activities, and seasonal celebrations. Secure venues, manage catering options, coordinate audio/visual needs, and handle any special requirements. Gather post-event feedback, track attendance, and assess engagement levels to improve future events. Office Requisition Oversee the end-to-end process for any equipment, software, or service requests, ensuring timely approvals and deliveries. Evaluate and select vendors, request quotations, and compare options for best pricing and quality. Track spending against budget, flagging discrepancies or potential cost savings. Maintain organized records of all requisitions, purchase orders, and vendor agreements. Invoicing Coordinate with vendors and respective functions to ensure accurate, timely invoice processing and payments. Verify invoice details (pricing, terms, taxes) and input data accurately into financial systems or accounting software. Generate and review regular summaries of invoicing activities, outstanding balances, and payment statuses. Support financial audits by providing relevant documentation and ensuring all invoices meet internal and external compliance standards. Data Management Develop and maintain interactive dashboards in Power BI to support operational and administrative reporting. Gather data from various sources, ensure data accuracy, and reconcile any inconsistencies before uploading to Power BI. Monitor key performance indicators (KPIs) for office management (e.g., cost per vendor, turnaround times) and provide insights to management. Travel Management Handle end-to-end travel arrangements for staff, including ticket bookings, accommodations, and itineraries. Keep track of travel budgets, ensure compliance with travel policies, and resolve any billing or reimbursement issues. Liaise with travel agencies, hotels, and airlines to negotiate corporate rates and secure the best possible services. General AdministrativeSupport Maintain accurate and up-to-date digital and physical records, including contracts, office policies, and other key documents. Identify process inefficiencies, propose improvements, and implement new administrative tools or workflows as needed. Act as a point of contact for administrative queries, ensuring smooth communication between different departments. Provide support with scheduling important meetings, preparing meeting materials, and setting reminders. Any other adhoc tasks assigned Education: Minimum Diploma MinimumExperience and Knowledge: At least 3-5 years’ experience in Office Administration Job-Specific/Technical Skills required tocomplete the tasks: Strong interpersonal and communication skills, with the ability to build relationships and collaborate effectively. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Ability to maintain confidentiality and handle sensitive information with discretion. Proficient inMicrosoft Office Suite (Word, Excel, PowerPoint).