Secretary & Office Administrator (Oil & Gas)

About the Client

Our client is a long-established, globally active oil & gas group with headquarters in Indonesia and operations across the region. The Singapore office partners closely with senior leadership, including the CEO and a Singapore-based Managing Director.

Job Purpose

Provide comprehensive secretarial support to the Managing Director and deliver hands-on office administration to ensure smooth daily operations. This role reports to the Managing Director and works closely with the Administrative Manager.

1. Secretarial Support to MD / Leadership

• Manage complex calendars, schedule appointments, and organise internal/external meetings.
• Prepare, organise, and file physical/digital documents for accurate record-keeping and quick retrieval.
• Arrange end-to-end business travel (flights, hotels, visas, itineraries) and support event logistics.
• Handle expense reports and basic financial documentation.
• Provide general administrative support to key executives (MD, CEO visits, senior stakeholders).

1. Front Desk & Office Management

• Keep the front desk presentable and professional; welcome and assist guests.
• Manage meeting room bookings and hospitality (refreshments, catering).
• Handle incoming calls, correspondence, courier services; distribute mail.
• Coordinate hotel reservations and transport for visitors and staff when required.
• Oversee day-to-day office operations: facilities, meeting rooms, pantry supplies, cleanliness.
• Be the point of contact for service providers and maintenance contractors.

1. Procurement & Inventory Management

• Procure office supplies, equipment, and pantry stock; maintain inventory.
• Liaise with vendors, obtain quotes, and support cost-effective purchasing/renewals.
• Coordinate vendors for corporate gifts, office insurance, printing, and events.
• Track renewal timelines (e.g., office insurance, service contracts).
• Plan and execute office events end-to-end.

• Diploma / Degree in Business Administration, Hospitality, or Customer Service–related field.
• 2–5 years of office admin/secretarial experience is an advantage.
• Proficient in MS Office (Outlook, Word, Excel, PowerPoint); comfortable with digital filing.
• Strong communication and interpersonal skills; confident with stakeholders at various levels.
• Detail-oriented, organised, able to prioritise and multitask in a fast-paced environment.
• Service-minded with a proactive, solutions-oriented attitude; a reliable team player who can work independently.
• Language: Business proficiency in English and Mandarin to liaise with Mandarin-speaking stakeholders and review Chinese-language documents.
• Professional presentation appropriate for a client-facing corporate reception/office environment.

• Exposure to a global oil & gas business and senior leadership.
• Broad office scope with room to refine processes and vendor management.
• Stable, well-established employer with regional collaboration.

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Poh Yong Shun (EA Personnel Reg. No.: R25152352)