Admin/Facilities Executive

About the Role

Join our Admin & Workspace Team in Singapore to deliver exceptional experiences that leave a lasting impression on employees and guests. This position centers on organizing both virtual and in-person events, fostering memorable interactions, and consistently elevating customer service standards.

Key Responsibilities

• Deliver outstanding service to employees and visitors by promptly addressing inquiries and requests.
• Maintain proactive communication to anticipate and fulfill needs, ensuring a positive customer service environment at all times.
• Accurately update data such as Monthly Scorecards, Workspace Management, and service request tickets.
• Act as the primary contact and representative for the Admin & Workspace Team providing administrative and event support.
• Manage relationships with office service vendors including cleaners, office attendants, and delivery personnel.
• Handle procurement by purchasing office and pantry supplies, reviewing vendor contracts, and conducting cost-effective bidding negotiations that meet quality and delivery standards.
• Keep detailed records of office inventory, property, and equipment.
• Assist HR and IT departments with the New Hire On-Boarding process by coordinating workstations, business cards, and access cards.
• Regularly update employee contact information.
• Ensure the office environment is professional and organized, facilitating smooth day-to-day operations.
• Contribute to newsletter publications alongside HR and Organizational Culture (OC) teams.
• Manage monthly and annual budgeting, including budget development, analysis, and monitoring of expenditures.
• Ensure timely payments to avoid late penalties and enforce purchase order issuance prior to work or service commencement.
• Serve as the liaison for building management.
• Provide remote administrative assistance to IDC locations as needed.
• Plan and execute company events and festival celebrations from concept to completion, coordinating logistics and vendors.
• Collaborate closely with HR and OC teams to promote and publicize events using multiple communication channels such as newsletters, posters, and digital displays.
• Support event feedback collection and manage follow-up actions to address any gaps identified.
• Offer travel support including arrangements for flights, hotels, local transport, visa applications, and advising on travel options while working with travel vendors to facilitate smooth ticketing.
• Assist and support fellow team members as required, with readiness to take on additional responsibilities.

Candidate Profile

• Personable and service-oriented with a passion for delivering excellent customer experiences.
• Enjoys organizing activities and events with a fun and engaging approach.
• Numerically adept with the ability to manage budgets and control costs effectively.
• Excellent multitasking skills complemented by strong prioritization and organizational abilities.
• Maintains composure and flexibility when working under pressure or against tight deadlines.
• Fluent in English with strong communication skills; proficiency in Mandarin is preferred due to frequent communication with teams in China Headquarters.
• Holds a professional certificate or degree and possesses at least two years of relevant work experience.