Job Summary: We are seeking a highly organized and proactive Administrative Executive to support daily office operations and administrative functions across the organization. This role is responsible for office administration, procurement coordination, vendor management, PR/PO processing, employee engagement activities, and overall office management support. The ideal candidate should be detail-oriented, service-minded, and capable of managing multiple tasks in a fast-paced environment.
Job Description
Administration & Office Management
- Oversee day-to-day administrative operations to ensure smooth office functionality.
- Maintain office facilities, supplies, and workplace organization.
- Manage office documentation, filing systems, and administrative records.
- Coordinate office maintenance, repairs, and vendor services.
- Support internal communication and administrative processes across departments.
Procurement & Purchasing Support
- Handle procurement activities including office stationery, pantry supplies, and other office-related purchases.
- Coordinate hotel accommodations, flight bookings, transportation, and travel arrangements for employees or visitors.
- Liaise with vendors and suppliers to obtain quotations and manage purchasing processes.
- Monitor purchasing budgets and ensure cost-effective procurement practices.
PR/PO Coordination
- Prepare and process Purchase Requisitions (PR) and Purchase Orders (PO) in accordance with company procedures.
- Coordinate with finance, procurement, and vendors regarding payment and purchasing processes.
- Maintain accurate procurement and payment documentation.
Coordination & Administrative Support
- Coordinate meetings, appointments, and company activities.
- Support cross-functional teams with administrative and operational coordination.
- Assist in preparing reports, presentations, and internal documents.
- Handle ad hoc administrative tasks as assigned.
Employee Engagement
- Support the organization of employee engagement activities, company events, and internal campaigns.
- Coordinate staff activities to promote positive workplace culture and employee experience.
- Assist in communication and logistics for internal events and celebrations.
Qualifications
- Bachelor's degree in Business Administration or related field.
- 5–7 years of experience in administration, office management, or coordination roles.
- Strong organizational and multitasking skills.
- Experience in procurement, PR/PO processing, or vendor coordination is preferred.
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
- Detail-oriented, proactive, and service-minded.
- Good command of English communication.
- Chinese language skills would be an advantage.
Preferred Competencies
- Good coordination and interpersonal skills.
- Ability to work independently and prioritize tasks effectively.
- Strong sense of responsibility and problem-solving skills.
- Comfortable working in a fast-paced and dynamic environment.
