Front Desk & Office Administration Executive

RESPONSIBILITIES

• Manage day-to-day front desk and general office administration activities.
• Support employees and visitors with office-related requests and coordination.
• Coordinate office supplies, stationery, snacks, pantry items, and other operational requirements.
• Arrange food orders, Grab deliveries, courier services, and other office-related deliveries.
• Coordinate with vendors and service providers for routine office requirements.
• Provide general administrative support to the office and management team as required.

Employee Engagement & Office Activities

• Organize Happy Hour, employee engagement activities, and internal office events.
• Coordinate company celebrations, public holidays, employee activities, and other internal events.
• Support the organization of regular team-building and employee engagement activities.
• Coordinate logistics, food, venue, supplies, and vendors for office events.
• Support the coordination of the company's annual employee health checkup.

Recruitment & Interview Coordination

• Schedule candidate interviews during active hiring periods.
• Coordinate interview arrangements between candidates and hiring managers.
• Welcome and support candidates attending onsite interviews.
• Ensure interview rooms, schedules, and necessary arrangements are prepared in advance.
• Follow up with candidates regarding interview timing, location, and other logistical information where required.

Visa & Immigration Administration

• Support the preparation and collection of documentation required for employee visa-related procedures.
• Coordinate with the company's external visa agency regarding applications, renewals, and supporting documentation.
• Assist with visa processing activities, which are generally handled in batches approximately every 3–4 months, depending on company requirements.
• Maintain organized records of visa-related documents and follow up on required actions with employees and agencies.

Vendor & Office Coordination

• Coordinate with food vendors, delivery providers, office suppliers, visa agencies, healthcare providers, and other external partners.
• Support purchase and ordering requests for routine office needs.
• Track administrative requests and ensure timely follow-up and completion.
• Assist management with ad hoc office and administrative requirements.

REQUIREMENTS

• Diploma or Bachelor's degree in Business Administration, Hospitality, Human Resources, Office Administration, or a related field.
• Previous experience in Front Desk, Reception, Office Administration, Admin Assistant, HR Admin, or similar roles is preferred.
• Good organizational and coordination skills.
• Strong attention to detail and ability to manage multiple administrative tasks simultaneously.
• Friendly, professional, and service-oriented communication style.
• Comfortable communicating and coordinating with employees, candidates, vendors, and external agencies.
• Basic to good English communication skills for working in an international company environment.
• Proficiency in Microsoft Office and common workplace communication tools.
• Able to work independently and take ownership of routine administrative responsibilities.
• Reliable, responsive, and proactive in handling office requirements.

Preferred Qualifications

• Experience working in a multinational or international company environment.
• Experience supporting recruitment interview coordination.
• Experience working with visa/work permit agencies or preparing immigration-related documentation.
• Experience organizing employee events, office activities, or company engagement programs.
• Familiarity with vendor coordination and office purchasing processes.

BENEFITS

• Salary: Negotiable, depending on experience and suitability.
• 13th-month salary.
• 12 days of annual leave per year.
• Health insurance coverage for employees.
• Additional health insurance support/coverage for family members according to company policy.
• Free parking.
• Fitness/gym-related benefits.
• Regular employee engagement and team-building activities.