Job Description: Senior Office Administrator
Position Overview:
We are seeking a highly organized and experienced Senior Office Administrator to join our team. The ideal candidate will have 4-5 years of experience in office administration, with a strong focus on calendar management, meeting coordination, travel arrangements, expense claims handling, and basic HR tasks. The Senior Office Administrator will also be responsible for general office management duties, including attending to visitors, maintaining office facilities, organizing events, and handling ad-hoc tasks as assigned.
Responsibilities:
Calendar Management: Efficiently manage and organize executives' calendars, including scheduling meetings, appointments, and coordinating conference calls.
Meeting Coordination: Coordinate and schedule meetings, both internally and externally, ensuring all necessary arrangements are made and participants are notified in advance.
Travel Arrangements: Handle all aspects of travel planning and logistics for team members, including booking flights, accommodations, transportation, and preparing itineraries.
Expense Claims: Manage and process expense claims accurately and in a timely manner, ensuring adherence to company policies and procedures.
Meeting Agendas: Assist in preparing meeting agendas, collating relevant documents, and distributing materials to participants as necessary.
HR Tasks: Support HR functions such as handling Employment Pass applications, onboarding new hires, maintaining employee records, and assisting with HR-related inquiries.
Office Management: Attend to visitors and ensure they are welcomed and directed appropriately. Oversee the general upkeep of the office environment, including ordering supplies, Pantry items, coordinating maintenance services, and ensuring facilities are well-maintained.
Event Organization: Coordinate company events, meetings, and conferences, including venue booking, catering arrangements, and logistical support.
Ad-hoc Tasks: Undertake various ad-hoc tasks and projects as assigned by management, demonstrating flexibility and willingness to assist in different areas of the business as needed.
Requirements:
Experience in Working in an IT Services Company is preffered
Bachelor's degree in Business Administration, Human Resources, or a related field preferred.
4-5 years of relevant experience in office administration, preferably in a fast-paced environment.
Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
Attention to detail and high level of accuracy in all tasks performed.
Knowledge of HR processes and familiarity with Employment Pass application procedures preferred.
Proactive and self-motivated, with the ability to work independently and as part of a team.
Flexibility to adapt to changing priorities and willingness to take on new challenges.
Professional demeanor and discretion in handling sensitive information.
Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Management reserves the right to modify, add, or remove duties as necessary.
