Administrative Executive (Ops)

Duties and Responsibilities

• Manage the full spectrum of expatriate accommodation matters:
• Sourcing, viewing, shortlisting and coordinating rental apartments/condominiums for assigned employees.
• Liaise with landlords, property agents, MCST office, building management offices and service providers on tenancy, handover, defects, access, maintenance and renewal matters.
• Coordinate lease documentation, tenancy renewals, rental payments, deposits, termination arrangements and move-in / move-out inspections.
• Oversee utilities, telecommunications, internet, air-conditioning servicing, furniture, appliances and other housing-related arrangements to ensure accommodations are ready and properly maintained.
• Attend to accommodation-related issues raised by expatriate employees and coordinate timely resolution with landlords, agents, contractors and vendors.
• Track accommodation costs, tenancy schedules, contract expiry dates, service records, supplier invoices and related administrative documentation.
• Support employee relocation and settling-in arrangements, including hotel bookings, temporary lodging, air ticket coordination
• Maintain proper records of company-leased apartments, fixed assets, inventory, keys, access cards and housing-related documents.
• Assist in reviewing accommodation arrangements to ensure cost control, operational efficiency and compliance with company guidelines.
• Provide all round office administrative and management support.
• General office upkeep and maintenance of office.
• Sourcing, purchasing and/or maintenance of items.
• Purchasing and maintaining of fixed assets such as office equipment, furniture & fittings
• Keeping track of monthly office expenses and verification of supplier invoices
• Sourcing and purchasing office items or gifts
• Coordinating and organising office activities and office projects as and when required
• Undertake any other ad-hoc duties as assigned.

Job Requirements

• Prior experience in expatriate accommodation, corporate housing, facilities management, property management or relocation coordination will be highly advantageous.
• Minimum 2 years' relevant experience in an administrative or office management role
• Comfortable liaising with landlords, property agents, MCST/building management, contractors, vendors and expatriate employees.
• Able to manage multiple tenancy arrangements, housing issues, renewal deadlines, invoices and administrative records independently
• Must possesses a Class 3 driving license
• Proficiency in MS Office software
• Strong organisational and time management skills
• Good interpersonal skills and pleasant personality
• Self-driven and independent.A keen eye for detail and a commitment to delivering high-quality work