Senior Executive – Office Administration

Position Overview:

The ideal candidate will possess strong organizational skills, excellent communication abilities, and the capability to multitask effectively in a fast-paced environment.

Key Responsibilities:

1. Executive Travel & Accommodation Management

• Manage end-to-end travel arrangements including visa applications, passport renewals, flight bookings, hotel reservations, SG arrival cards, airport transfers, and travel allowance claims.
• Coordinate travel and logistics for leaders and their guests, including letters of invitation and employment verification letters.
• Oversee home passage travel for designated leaders and their families as per entitlements.
• Liaise with travel agents and ensure compliance with the company’s travel policy.
• Ensure timely submission and reconciliation of corporate and personal claims.

1. Meeting & Calendar Coordination

• Manage meeting schedules, calendar appointments, and F&B arrangements for internal and external meetings.
• Provide on-the-ground support for meetings and engagements as required.

1. Accommodation Support

• Coordinate accommodation arrangements and related services such as furniture, relocation, cleaner support, and maintenance renewals.
• Provide support for employee relocation as needed.

1. Guest & Visitor Management

• Manage travel logistics and meeting coordination for guests of senior leaders.
• Coordinate issuance of letters of invitation and other documentation for guest visits.

1. Office & Facilities Administration

• Oversee pantry and stationery supplies for all TVSM entities, including fruit orders and printer renewals.
• Maintain gantry pass, season parking, and access card administration for employees.
• Liaise with landlord on facility-related notices and communicate with internal teams accordingly.
• Track and renew office plant and travel insurance contracts.

1. Travel Operations & Policy Compliance

• Maintain and update travel-related databases including hotel listings and insurance traveller lists.
• Coordinate with regional travel desks (India/Dubai) and external travel partners.
• Support travel platform maintenance and travel policy adherence.

1. Claims & Invoice Management

• Process and reconcile invoices across travel, accommodation, pantry, stationery, events, and administrative services.
• Ensure accurate tracking and timely processing of claims for senior leaders and other office functions.

1. Event Management Support

• Support end-to-end event planning including hotel bookings, F&B, gift preparation, material printing, and coordination with vendors.
• Provide logistical assistance during company events and internal meetings.

1. General Administrative Duties

• Maintain updated employee contact lists and workwear inventory.
• Support with office shifting and furniture logistics as needed.
• Provide coverage for other administrative staff during absences.
• Support any other ad-hoc tasks as required by the management team.
• Create EDMs for internal employee engagement initiatives

Requirements:

• Diploma in Business Administration, or related field.
• Min 3-4 years of proven experience in administrative support roles, preferably with travel coordination
• Strong organizational with the ability to prioritize tasks effectively
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office suite (Word, Excel, Powerpoint)
• Ability to work independently and collaboratively in a team environment
• Flexibility to adapt to changing priorities and deadlines
• Attention to detail and problem- solving abilities

Equal Opportunity Employer:

We are committed to creating an inclusive environment for all employees,