Administrative Executive (Contract)

Job Summary

We are seeking a proactive, organized, and service-oriented Admin Executive to support the smooth day-to-day operations of the office. This role is responsible for office administration, facilities coordination, finance-related administrative support, vendor management, reception and front desk operations, and HR support functions.

This is a 3-month contract position with the possibility of extension for an additional 2 months, subject to business needs. Applicants who are able to join at short notice would be an added advantage. Upon successful completion of the 5-month period, there may be an opportunity for conversion to a permanent position based on performance and business needs.

Key Responsibilities:

Office Administration & Facilities Management

• Provide administrative support for daily office operations.
• Maintain and organize office records, documents, filing systems, and administrative databases.
• Coordinate meeting room bookings and support meeting arrangements.
• Handle procurement of office supplies, pantry items, and other operational requirements.
• Monitor office inventory and ensure adequate stock levels.
• Coordinate office maintenance, repairs, and servicing with external vendors and contractors.
• Oversee the upkeep of office facilities, equipment, pantry, and common areas.

Finance & Administrative Support

• Assist in preparing and processing expense claims and supporting documents.
• Support reconciliation and payment processing for corporate credit cards and memberships.
• Maintain records of office expenses and budget tracking.
• Assist with simple accounting and finance-related administrative tasks when required.
• Prepare reports, proposals, memos, presentations, and other administrative documentation as needed.

Vendor & Procurement Management

• Manage vendor relationships for office supplies, maintenance services, and operational requirements.
• Coordinate sourcing, purchasing, and delivery of office-related supplies and services.
• Ensure timely renewal of office memberships, subscriptions, and service agreements where applicable.

Reception & Front Desk Management

• Welcome and assist clients, visitors, and employees in a professional manner.
• Manage the reception area to ensure a neat, organized, and welcoming environment.
• Handle incoming calls, emails, and general enquiries.
• Manage incoming and outgoing mail, courier services, deliveries, and packages.

Corporate & Ad-Hoc Support

• Coordinate travel arrangements, flight bookings, and hotel reservations when required.
• Support onboarding logistics for new employees, including workstation setup, office supplies, building access, and related arrangements.
• Assist in organizing employee engagement activities, company events / meetings and team initiatives.
• Provide administrative support for ad-hoc projects and initiatives.
• Perform any other duties assigned by internal stakeholders.

Requirements:

• Diploma or Degree in Business Administration or a related discipline.
• Prior experience in administration, office management and reception is an advantage but not required.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills with attention to detail.
• Good communication and interpersonal skills.
• Positive attitude, willingness to learn, and ability to work independently.
• Ability to manage multiple priorities in a fast-paced environment.
• Able to handle sensitive and confidential information with discretion.