Office Admin & Facility Specialist

Role overview

We are looking for a highly organized and hands-on administrative professional to support the HR & Admin Director. The position is focused on keeping office operations running smoothly, maintaining a safe and welcoming workplace, and handling a mix of executive support, facilities coordination, and day-to-day office administration in line with company policies.

Secretarial and executive support

• Arrange and coordinate business travel for the Head of Department.
• Prepare, submit, and monitor staff expense claims.
• Support financial administration tasks, including Oracle-related processes.
• Cover the front desk, handle intercom communication, and receive visitors.

Facilities management

• Take charge of daily building and facilities operations, including fire drills, sound systems, and parking allocations.
• Act as the key contact with building management and share relevant building updates with employees.
• Make sure office operations comply with statutory and regulatory requirements, including annual electrical inspections and fire safety regulations.
• Help maintain a comfortable, safe, and efficient workplace by coordinating services such as carpet cleaning, air-conditioning servicing, landscaping, and locksmith support.
• Manage office renovation or refurbishment activities when required.
• Organize meeting room layouts for team events and prepare desks and seating for new joiners, including name tags and workstation setup.

Office administration

• Track stationery and pantry usage and arrange replenishment as needed.
• Handle local and overseas courier as well as mailing requirements.
• Oversee maintenance of office equipment and manage contract renewals with vendors.

Qualifications and requirements

• A diploma in Business Administration or a similar discipline is required.
• At least 3 years of relevant experience in administration or facilities management is preferred, ideally in a multinational or multicultural corporate environment.
• Strong working knowledge of MS Office is necessary; familiarity with Oracle or iExpense will be an advantage.
• The ideal candidate should have solid planning and organizing abilities, be comfortable multitasking under pressure, and communicate clearly in both written and spoken form.
• You should be proactive, collaborative, solution-oriented, and able to work independently with a strong eye for accuracy and detail.

Workplace expectations

This role requires someone who can balance office administration, facilities oversight, and executive support while ensuring a professional, safe, and efficient environment for employees and visitors.