Office Executive
Job Description
Key Accountabilities:
Office Operations & Facility Management
Site Management: Oversee daily operations for the Singapore site to ensure a safe, high-functioning, and welcoming environment.
Vendor Relations: Act as the primary point of contact for building management and various external vendors.
Procurement & Finance: Manage the annual office budget. Coordinate with procurement vendors and liaise with the Philippines-based payment, invoicing, and security teams for administrative alignment.
Access & Assets: Manage the Face Recognition access system, register employee security passes, and oversee the allocation of personal lockers.
Stakeholder & Travel Management (local leadership support)
System Proficiency: Utilize Navan for end-to-end travel logistics (flights, accommodation, visas) and concur for expense management and reconciliation.
Local Leadership Support: Provide dedicated coordination for Singapore’s leadership, including managing external meeting logistics with partners
Relationship Management: Curate and arrange customized gift hampers for partners and stakeholders for special occasions and festive periods.
Executive Hospitality: Organize boardroom logistics and catering for high-level meetings and visiting leadership.
Engagement, CSR & Team Culture
Project Leadership: Plan and execute Corporate Social Responsibility (CSR) initiatives and team-building events.
Event Management: Oversee special budgets for celebratory year-end events and internal office gatherings to maintain high employee morale.
Engagement Initiatives: Boost office morale by organizing "pulse" events, including random lunch sessions, afternoon teas, and drink sessions.
HR Operational Support
Employee Lifecycle: Responsible for local onboarding/offboarding logistics for the Singapore team.
Qualifications:
A bachelor’s degree in HR/Business administration, or a related discipline
Systems: Proficiency in Navan & Concur.
Communication Platforms: Highly proficient in Slack and Microsoft Teams for real-time coordination and internal announcements.
Software Suite: Advanced user of MS Office (specifically Outlook for calendar management, Excel for budget tracking, and Word for documentation).
Experience: Proven track record in office management, facility oversight, or executive assistance.
Communication: Strong ability to coordinate across functions.
Financial Literacy: Experience managing a functional budget and navigating procurement/invoicing workflows.
Database Management: Comfortable tracking contract timelines and managing security software databases.