Office Admin Executive PB

Responsibilities

• Manage end-to-end expatriate accommodation arrangements, including sourcing, viewing, shortlisting and coordinating rental apartments and condominiums.
• Liaise with landlords, property agents, MCST/building management offices and service providers on tenancy matters, handovers, defects, maintenance and renewals.
• Coordinate lease documentation, tenancy renewals, rental payments, deposits, terminations and move-in/move-out inspections.
• Oversee utilities, telecommunications, internet, air-conditioning servicing, furniture and appliance arrangements to ensure accommodations are ready and well maintained.
• Attend to accommodation-related issues raised by expatriate employees and coordinate timely resolution with relevant parties.
• Track accommodation costs, tenancy schedules, contract expiry dates, service records, invoices and related administrative documentation.
• Support employee relocation and settling-in arrangements, including hotel bookings, temporary lodging and air ticket coordination.
• Maintain accurate records of company-leased apartments, fixed assets, inventory, keys, access cards and housing-related documents.
• Review accommodation arrangements to ensure cost control, operational efficiency and compliance with internal guidelines.
• Provide general office administration, including office upkeep, maintenance, sourcing, purchasing and management of office equipment, furniture and fittings.
• Monitor monthly office expenses, verify supplier invoices and coordinate office activities and projects as required.

• Minimum 2 years' relevant experience in an administrative/ office management role
• Owns a valid Class 3 driving license.
• Prior experience in expatriate accommodation, corporate housing, facilities management, property management or relocation coordination will be highly advantageous.
• Comfortable liaising with landlords, property agents, MCST/building management offices, contractors, vendors and expatriate employees.
• Ability to manage multiple tenancy arrangements, housing issues, renewal deadlines, invoices and administrative records independently.
• Proficient in MS Office applications.
• Facilities Management, Building Management or MCST background is an added advantage.