Job Description

The Executive, Office Admin manages the general functions of the Office to ensure a smooth running of the reception, maintenance of office equipment as well as that stationaries and refreshments are on stock. In addition, he/she supports the Managing Director of Southeast Asia & Pacific and the People & Culture Department in administrational tasks.

1. Office Management:

Serve as the primary contact for courier services, and greets guests (VIP's, Hotel Owners, GM's, etc.), ensuring a professional and welcoming atmosphere Organise meeting rooms, equipment and refreshments for the Regional MDs and VIPs Manage office related expenses i.e. electricity, water, office supply, courier, etc. Purchases and maintains stocks of all office and pantry supplies, ensuring adequate stock levels Ensure office is well maintained (cleaning service, printers, coffee machine, light bulbs, AC, office access etc.) and acts where necessary Keep track on general directories for the office and the Southeast Asia and Pacific area such as phone lists, email lists, travel schedules, Hotel data lists, etc. Reviews Service Agreement of office vendors to ensure compliance and service quality Assist in the preparation and distribution of relevant external communications, e.g. office closure for Singapore office Orders and supervises the print of all business cards for SEAP employees Assist in daily operational activities as required to ensure smooth and efficient work environment

2. Operations:

Provide secretarial support to the Regional MD and VIPs, i.e. travel arrangement, travel requests, scheduling meetings and conference calls, etc. and taking meeting minutes if needed Maintain an up-to-date contact details sheet of all hotel owners, GMs and key stakeholders Keeps record of General Manager's birthdays, prepares birthday cards and/or e-birthday cards and advises the Regional MD of upcoming birthdays Liaise with Hotel GMs for Operational / Status data collections, reports, updates and documents, maintaining a high level of accuracy and attention to detail not limited to SEAP Hotels KPIs, Operation Status Update, Audits, etc Assist in planning and organizing internal and external events, conferences, and meetings, including logistical arrangements and material preparation Assist in the preparation and distribution of relevant external communications, i.e. GM announcements Collaborate effectively with team members and other departments to support overall organizational goals and objectives. Assist with special projects, initiatives and any other reasonable duties assigned

3. People & Culture Department:

Ensures Purchase Orders and invoices are captured and billed correctly on workday Support the administrative processes for onboarding and offboarding, including managing checklists and scheduling orientations, while collaborating closely with other team members in the office Help organize employee engagement activities and team-building events to foster a positive workplace culture any other reasonable duties requested

4. Any other reasonable duties requested.

Qualifications

Diploma or Bachelor Degree in administration or equivalent 1-3 years of experience in administrative or office support roles is required Experience with scheduling and calendar management is an advantage Proficient in MS office suite and office equipment Strong organizational and communication skills Attention to detail and good time management skills * Displays good team work and interpersonal skills