We are looking for a proactive and detail-oriented Associate Office Administrator to support our Singapore office. This role is essential in ensuring the smooth day-to-day office operations, managing vendor relationships and overseeing general administrative functions. The ideal candidate is dependable, eager to learn, and capable of multitasking effectively across different departments.

Responsibilities:

Office Operations & Vendor Coordination

• Oversee daily office maintenance and workspace organization, including but not limited to procurement of office supplies, pantry essentials and IT equipment.
• Liaise and manage good relationships with different service providers for office facilities, repairs and renovation to ensure an effective working environment.
• Attend and manage staff needs, such as printing, incoming and outgoing courier services or any other issues encountered.
• Manage office storage space to ensure it is allocated fairly between different departments, including stock management.
• Willing to support any other general administrative duties by request.

Reception & Visitor Management

• Invite and create the building and office door access for guests, new hires and service providers before their arrival.
• Welcome, greet and attend to guest's needs, including room technical coordination.
• Manage and maintain different access portals and documentation to ensure it is up-to-date.
• Collect any incoming mail and package, while ensuring it is distributed to the right parties.

Company and Building Event Scheduling & Execution

• Coordinate annual and ad-hoc company events, from venue logistics to on-site coordination.
• Engage and collaborate in building events, such as fire evacuation drills, user portal training, tenant meetings and other inspection activities if required.
• Disseminate relevant event-related information to internal and external stakeholders to ensure the successful execution.
• Coordinate and arrange the participation of company meetings across employees.

Utilities, Billing and Accounting

• Collect and submit monthly utilities invoices and receipts for the finance department.
• Oversee and maintain different utility portals to ensure there is no overdue payment.
• Support documentation for any expenses incurred or vendor payment for annual budgeting report.
• Manage annual renewal of office utilities contracts.

Requirements:

• Bachelor's degree in Human Resources, Business Administration, or related field (preferred but not required)
• 1 year of administrative or HR experience preferred; fresh graduates are welcome
• Willingness to learn and take on new tasks independently
• Strong organizational skills and attention to detail.
• Basic knowledge of MS Office (Word, Excel, Outlook)
• Good communication skills and ability to work with cross-functional teams
• Occasionally required to support urgent matters outside of office hours
• Good skills to handle pressure by prioritizing tasks based on urgency or deadline