Office Administrative Coordinator

Company Overview

OFFICE SECRETARIES PTE. LTD.

Job Summary

The Office Administrative Coordinator supports daily office operations, front-of-house functions, and conference center activities, ensuring smooth workflow and excellent client service in a fast-paced professional environment.

Responsibilities

• Provide administrative support for daily office activities to ensure efficient operations
• Greet clients and visitors warmly, assign offices, assist with secretarial support, travel/hotel arrangements, and create guest name cards to enhance client experience
• Schedule meetings, book and prepare conference rooms, manage visitor logs, and set up video conferencing to meet meeting requirements
• Assist guests with WIFI connection and login troubleshooting to ensure seamless technology use
• Answer and direct incoming local and international calls professionally to appropriate personnel
• Liaise with building management by submitting service requests to maintain office facilities
• Maintain leave calendar and coordinate out-of-office backup support including Legal Support Specialists
• Receive and log deliveries accurately to ensure proper distribution
• Plan and execute in-house events and activities to support team engagement
• Arrange catering services, coordinate with food service staff, manage supplies and beverage inventory to ensure timely and accurate service
• Submit vendor invoices for payment and maintain direct vendor communications
• Coordinate and perform various administrative duties for Shareholders, Directors, and Managers as requested
• Support other department activities and perform additional duties as assigned
• Work overtime flexibly as needed to meet office demands

Required competencies

• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
• Strong written and verbal communication skills; ability to answer phones and transfer calls and professionally meet and greet visitors
• Strong attention to detail, organizational skills and ability to manage time effectively
• Excellent interpersonal skills and the ability to collaborate well in a team
• Ability to work under pressure to meet strict deadlines

Preferred skills and qualifications

• Diploma in Hospitality Management (preferred but not essential)
• Five years of professional administrative experience, preferably in a large or mid-size organization
• Proficiency in Windows-based software and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)
• Ability to quickly learn new software applications

Other Information

This individual should also be flexible to work overtime as needed. This is an in-office position, 5 days a week. This role reports to the Office Services Manager.

The firm is an Equal Opportunity Employer committed to merit-based recruitment, hiring, training, and promotion.

• Please send your resume to: [email protected].