Office Admin Executive

1. Office Supplies
- Manage office equipment/properties/stock (photocopier, office phones, desks & chairs, coffee & water machines, IT machines, stationery, T-shirts, fridge, microwave, etc..) and work with suppliers when needed.
- Work with Operations Manager on Office/Admin related projects/tasks
- Order snacks and beverages
- Estimate and request the monthly payment for office supplies. Manage the team’s budget.
- Oversee the office maintenance and renovation. Proactively report to Management and solve issues related to the electricity, air conditioners, general office safety, etc.
- Supervise the tea lady and team members to ensure the office is always clean and tidy.
- Arrange seats, set up Fingerprint access, manage key cabinets and deliver welcome kits/parking cards when onboarding newcomers.
- Work with Comms team to plan, propose and manage internal events in the company (anniversary, monthly award, quarterly trips, team dinners, etc.)
- Input all the important information on the company’s page. Be able to write and update processes.
- Review and approve Timesheets for staff members
- Review monthly invoices and yearly contracts from the suppliers.
- Manage pest control problems (ants, cockroaches, mice)
- Communicate to staff regarding office related activities/events
2. Travel and expatriate support
- Support expats with airline tickets, accommodation, travel insurance, visa, health check-up, work permit, pick-up, dining reservations, riding card, residence card, etc.…
- Support members with airline tickets and work visas when they travel on-site.
- Manage the taxi cards and follow up with invoices/payments.
3. Reception
- Greet and welcome visitors.
- Welcome interviewees.
- Receive calls and mail.
- Supervise access permission carefully to avoid property loss.
- Manage office bookings (meeting rooms, calendar, etc.…)
- Deliver birthday cards and other wishes.
4. Other
- Follow the coaching and functional job assignments given by the Finance & Admin Manager