Job Description

Perm, Central

Must have experience of at least 2 years in office and facilities management,

especially office renovations and vendor coordination.

Experience working with colleagues and stakeholders from various nationalities and time zones.

The Office & Administrative Executive will oversee daily office operations, ensuring smooth communication, well-maintained facilities, and efficient logistical support. This includes managing the reception, office administration, travel bookings, coordination of meetings and events, and supporting facilities management initiatives such as office renovations.

Key Responsibilities

Reception & Front Desk


Greet visitors and manage calls, emails, and correspondence. Maintain a professional reception area and serve refreshments to guests. Handle incoming and outgoing mail and courier services.
Office Administration & Facilities Management


Manage office supplies, equipment maintenance, and vendor coordination. Support facilities management projects, including office renovations and layout improvements. Maintain physical and digital filing systems; handle printing and document requests. Update mailing lists, prepare festive labels, and process payments for utilities, rentals, and services.
Travel & International Coordination


Arrange travel bookings, including flights, accommodations, and transport. Manage travel itineraries and schedules across multiple time zones. Coordinate with international stakeholders and staff from diverse nationalities.
Meetings, Seminars & Events


Plan and coordinate logistics for meetings, seminars, and company events, including venues, catering, and setups. Manage meeting room bookings and ensure required equipment and refreshments are prepared.
General Support


Provide administrative assistance to the team and handle ad hoc projects. Recommend and implement process improvements to enhance efficiency.

Requirements

Diploma with at least 2 years of relevant administrative experience. Experience in office and facilities management, including renovations and vendor coordination. Strong organizational, multitasking, and time management skills. Experience working with colleagues and stakeholders from various nationalities and time zones. Proficiency in planning and executing seminars, meetings, and corporate events. Excellent written and verbal communication skills. Proficient in MS Office (Word, Excel, PowerPoint, Outlook). High level of accuracy, discretion, and attention to detail. Able to work independently with a proactive and adaptable mindset.

Triton AI Pte Ltd

Registration Number: R1980724

EA: 21C0661