Job Description

We are looking for a proactive and detail-oriented Associate Office Administrator to support our Singapore office. This role is essential in ensuring the smooth day-to-day office operations, managing vendor relationships and overseeing general administrative functions. The ideal candidate is dependable, eager to learn, and capable of multitasking effectively across different departments.

Responsibilities:

Office Operations & Vendor Coordination


Oversee daily office maintenance and workspace organization, including but not limited to procurement of office supplies, pantry essentials and IT equipment. Liaise and manage good relationships with different service providers for office facilities, repairs and renovation to ensure an effective working environment. Attend and manage staff needs, such as printing, incoming and outgoing courier services or any other issues encountered. Manage office storage space to ensure it is allocated fairly between different departments, including stock management. Willing to support any other general administrative duties by request.
Reception & Visitor Management


Invite and create the building and office door access for guests, new hires and service providers before their arrival. Welcome, greet and attend to guest's needs, including room technical coordination. Manage and maintain different access portals and documentation to ensure it is up-to-date. Collect any incoming mail and package, while ensuring it is distributed to the right parties.
Company and Building Event Scheduling & Execution


Coordinate annual and ad-hoc company events, from venue logistics to on-site coordination. Engage and collaborate in building events, such as fire evacuation drills, user portal training, tenant meetings and other inspection activities if required. Disseminate relevant event-related information to internal and external stakeholders to ensure the successful execution. Coordinate and arrange the participation of company meetings across employees.
Utilities, Billing and Accounting


Collect and submit monthly utilities invoices and receipts for the finance department. Oversee and maintain different utility portals to ensure there is no overdue payment. Support documentation for any expenses incurred or vendor payment for annual budgeting report. Manage annual renewal of office utilities contracts.

Requirements:

Bachelor's degree in Human Resources, Business Administration, or related field (preferred but not required) 1 year of administrative or HR experience preferred; fresh graduates are welcome Willingness to learn and take on new tasks independently Strong organizational skills and attention to detail. Basic knowledge of MS Office (Word, Excel, Outlook) Good communication skills and ability to work with cross-functional teams Occasionally required to support urgent matters outside of office hours * Good skills to handle pressure by prioritizing tasks based on urgency or deadline