Job Description

Familiar with flight and hotel booking and office facilities arrangement.

Excellent organizational and time management skills, with the ability to multi-task and prioritize tasks effectively.

Strong written and verbal communication skills working with stakeholders from different nationalities.

Our client is an established investment firm. This role is based in town and requires working from office 5 days a week.

For this role as an Office and Administrative Executive, you will be responsible for overseeing daily office operations, including reception management, office administration, travel arrangements, and event coordination. Your role ensures efficient communication, well-maintained facilities, and seamless logistical support for meetings and staff needs. You will be seated at the reception desk of the office (with around 20 staff).

Employment Type: Permanent

Reports to: Personal Assistant cum Office Manager

Location: Singapore

Role and Responsibilities:

Reception and Front Desk Management

Manage all incoming calls, emails, and correspondence promptly and professionally. Maintain a clean, organized, and welcoming reception area at all times. Handle incoming and outgoing mail and coordinate courier services. Greet guests professionally, escort them to meeting rooms, prepare and serve refreshments, and notify meeting organizers of their arrival. Ensure meeting rooms are properly set up before each session, including connecting to Teams for online meetings. Tidy and reset meeting rooms after use to ensure readiness for the next meeting. Generating Wi-Fi password for guests as and when needed. Coordinate with other office locations to ensure guest access when meetings are held off-site. Book meeting rooms and ensure meeting rooms are equipped with necessary tools and refreshments. Prepare workspaces for visiting overseas colleagues, issue access cards, and provide office orientation to ensure a welcoming experience. Update mailing lists and prepare labels for festive greetings.

Office Facilities and Administration

Oversee office and pantry supplies, equipment, and maintenance needs. Manage and coordinate with vendors and service providers for office-related matters, including regular and ad-hoc maintenance. Source and propose new vendors, and manage relationships with existing vendors to maintain service standards. Act as the primary point of contact for CCTV and alarm systems. Manage access cards for staff, visitors and contractors Process payments for utilities, office rental, cleaning services, and other invoices, ensuring timely approvals and settlements.

Travel and Logistics

Arrange travel bookings, including flights, accommodations, and transportation. Coordinate travel schedules and itineraries for staff and guests. Liaise with hotels to secure corporate rates.

Events and Engagement

Manage logistics for meetings and events, including venue booking, catering, and setup. Organise and coordinate staff engagement activities including birthday celebrations, year-end gatherings, team meals, and other company events.

Administrative Support

Assisting Personal Assistant cum Office Manager with administrative matters related to the Chairman & COO. Verify expense claims against receipts prior to submission for payment. Organize and maintain both physical and digital filing systems. Provide photocopying, scanning, and printing support as needed. Provide basic administrative support to the broader team as required. Handle ad hoc tasks, assignments, and special projects as needed.

Process Improvement

Propose and implement process improvements to enhance efficiency.

Requirements:

Has at least 5 years of relevant office facilities and administrative work experience ideally gained with MNCs.

Familiar with flight and hotel booking and office facilities arrangement.

Excellent organizational and time management skills, with the ability to multi-task and prioritize tasks effectively.

Strong written and verbal communication skills working with stakeholders from different nationalities.

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software. Ability to handle sensitive information with a high level of confidentiality and discretion. Exceptional attention to detail and accuracy in all tasks. Ability to work independently with minimal supervision. A

proactive and positive attitude with the ability to adapt to changing priorities and deadlines.

Well-presented with a pleasant disposition.

Suitable candidates who are available immediately or short notice of not more than 1 month of notice stand an added advantage.
To apply, pl send your cv in word doc. Pl also include details on your current salary, expected salary, and notice period in your cv.

We regret to inform you that only shortlisted candidates will be notified.

Posted by:

CAP Consulting (EA license: 14C7175)

Caroline Poh (EA Registration: R1105649)

Date ad was posted - 3 December 2025

Job Type: Permanent

Pay: From $1.00 per month

Work Location: In person