Admin Executive

Position Overview We are seeking a junior with experience of 1 - 3 years with administrative works. A proactive and detail-oriented Travel Coordinator to support the organisation’s end-to-end travel arrangements. The role works closely with the Executive Assistant and supports employees across all departments to ensure smooth, cost-effective, and well-coordinated travel experiences. The Travel Coordinator will manage bookings, travel documentation, itineraries, vendor coordination, and provide real-time support for changes or disruptions. Strong organisation and communication skills are essential. Key Responsibilities: 1. Travel Planning & Booking • Arrange domestic and international travel for employees, including flights, accommodation, ground transport, visas, and insurance. • Ensure all bookings comply with the company’s travel policies, budget, and approval workflows. • Research the best travel options in terms of cost, timing, and convenience. • Prepare consolidated travel itineraries and ensure accuracy of details. 2. Coordination & Communication • Liaise with employees to collect travel requirements and preferences. • Work closely with the EA to align travel plans with business schedules and executive commitments. • Provide timely updates to travelers on booking confirmations, changes, and requirements. 3. Travel Compliance & Documentation • Assist employees with visa applications, passport validity checks, and regulatory travel documents. • Ensure compliance with internal travel policies and maintain proper approvals. • Manage travel insurance policies and claims processes. 4. Vendor & Partner Management • Coordinate with travel agencies, airline partners, hotels, and transport providers. • Negotiate rates where applicable to ensure cost efficiency. • Maintain a database of preferred vendors and track service quality. 5. Travel Support & Issue Resolution • Provide real-time support for changes, cancellations, delays, and disruptions. • Rebook or reroute travel as required with minimal downtime for the traveler. • Act as the point-of-contact for travel-related emergencies. 6. Reporting , Administration and Data Management • Maintain travel records, expense summaries, and booking logs. • Track travel spend and prepare monthly reports for the EA and management. • Monitor travel budgets and highlight cost-saving opportunities. • Uploading and Tallying all travel booking confirmations on Aspire App. 7. Assist the EA with administrative and scheduling tasks when required. • Assist the EA with general admin tasks and scheduling when needed • Handle office administration duties including managing the Singapore office lease, vendor coordination, procurement and basic facilities support. Key Requirements: A junior with 1-3 years of experience · Diploma in Business Administration, Hospitality, or related field. · Prior experience in travel coordination, corporate travel, or administrative support preferred. · Strong organisation and multi-tasking skills with high attention to detail. · Excellent communication and customer service skills. · Ability to work under pressure, handle last-minute changes, and respond quickly to urgent matters. · Proficiency in Microsoft Office Suite and data management platforms · Service-oriented, reliable, and able to maintain confidentiality. Competencies: · High level of professionalism and discretion · Strong problem-solving skills · Time management and prioritization · Adaptability and resourcefulness · Team player with a collaborative attitude