Job Description

Position Overview:

We are seeking a detail-oriented and proactive Administrative and Travel Coordinator to join our team. This role will be responsible for efficiently managing travel arrangements, providing general office administrative support, and assisting with travel desk operations and events management. The ideal candidate will possess strong organizational skills, excellent communication abilities, and the capability to multitask effectively in a fast-paced environment.

Key Responsibilities:

1. Executive Travel & Accommodation Management

Manage end-to-end travel arrangements including visa applications, passport renewals, flight bookings, hotel reservations, SG arrival cards, airport transfers, and travel allowance claims. Coordinate travel and logistics for leaders and their guests, including letters of invitation and employment verification letters. Oversee home passage travel for designated leaders and their families as per entitlements. Liaise with travel agents and ensure compliance with the company's travel policy. Ensure timely submission and reconciliation of corporate and personal claims.

2. Meeting & Calendar Coordination

Manage meeting schedules, calendar appointments, and F&B arrangements for internal and external meetings. Provide on-the-ground support for meetings and engagements as required.

3. Accommodation Support

Coordinate accommodation arrangements and related services such as furniture, relocation, cleaner support, and maintenance renewals. Provide support for employee relocation as needed.

4. Guest & Visitor Management

Manage travel logistics and meeting coordination for guests of senior leaders. Coordinate issuance of letters of invitation and other documentation for guest visits.

5. Office & Facilities Administration

Oversee pantry and stationery supplies for all TVSM entities, including fruit orders and printer renewals. Maintain gantry pass, season parking, and access card administration for employees. Liaise with landlord on facility-related notices and communicate with internal teams accordingly. Track and renew office plant and travel insurance contracts.

6. Travel Operations & Policy Compliance

Maintain and update travel-related databases including hotel listings and insurance traveller lists. Coordinate with regional travel desks (India/Dubai) and external travel partners. Support travel platform maintenance and travel policy adherence.

7. Claims & Invoice Management

Process and reconcile invoices across travel, accommodation, pantry, stationery, events, and administrative services. Ensure accurate tracking and timely processing of claims for senior leaders and other office functions.

8. Event Management Support

Support end-to-end event planning including hotel bookings, F&B, gift preparation, material printing, and coordination with vendors. Provide logistical assistance during company events and internal meetings.

9. General Administrative Duties

Maintain updated employee contact lists and workwear inventory. Support with office shifting and furniture logistics as needed. Provide coverage for other administrative staff during absences. Support any other ad-hoc tasks as required by the management team. Create EDMs for internal employee engagement initiatives

Requirements:

Diploma in Business Administration, or related field. Min 3-4 years of proven experience in administrative support roles, preferably with travel coordination Strong organizational with the ability to prioritize tasks effectively Excellent communication and interpersonal skills. Proficiency in Microsoft Office suite (Word, Excel, Powerpoint) Ability to work independently and collaboratively in a team environment Flexibility to adapt to changing priorities and deadlines Attention to detail and problem- solving abilities

Equal Opportunity Employer:

TVS Motor Company Limited, Singapore Branch is an equal opportunity employer and does not discriminate on the basis of race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other legally protected status. We are committed to creating an inclusive environment for all employees,