Office Administration Executive

As a key member of the Genetec APAC team, the Office Administration Executive in Singapore will play a vital role in ensuring the smooth operations of the regional office. This position is responsible for supporting the APAC team by managing daily administrative and logistical activities, including planning, organizing, and hosting meetings. The role also involves taking minutes (co-pilot), tracking action items, monitoring deadlines, and coordinating with internal stakeholders to ensure seamless communication and execution of team objectives.

The successful candidate will present themselves in a professional, friendly manner when interacting with colleagues and visitors. They will bring a positive attitude to the working environment and provide support with dedication, enthusiasm, and attention to detail.

🔎What your day will look like

*This role requires 5 days in-office during working hours*

Responsibilities

· Plan, coordinate, and improve office and administrative procedures (e.g., filing, document control, reception, mail, and general office workflows)

· Manage the day-to-day operations of Genetec’s APAC office in Singapore including scheduling meetings, office supplies, and basic facilities issues such as maintenance requests.

· Ensure effective flow of information across departments through clear communication processes, records management, and documentation standards.

· Monitor office budgets and costs, handle vendor relationships, and approve or prepare purchase orders for office-related spending.

· Oversee office facilities and services, such as security passes, cleaning, maintenance, and coordinating with external service providers.

· Support compliance with company policies, legal requirements, and health and safety procedures in the office environment.

· Support sales, marketing, and training teams in coordination and planning of office-based meetings and events.

· Greet and attend to guests as they visit office for meetings and product demonstrations

· Provide administrative support to the local leadership team not limited to arranging flights, visas, and hotel reservations for local and overseas business guests.

· Ensure timely escalation of urgent and/or support tasks to the Managing Director.

Requirements

About you

· Diploma in Business Administration, or equivalent academic qualification in a related field.

· Minimum 10 years of office administration or office management work experience, or related roles.

· Bookkeeping and Accounting experience preferred.

· Strong organizational, communication, and problem-solving skills, with the ability to manage multiple tasks and deadlines.

· Solid knowledge of office management procedures, basic budgeting, and use of common office software (e.g., MS Office, and similar tools).

· Demonstrated strong communication and organizational skills, with the ability to multitask efficiently.

Let’s talk about perks!

· Working in a high-energy, high-performance team across APAC and Canada

· Opportunity for work travel in APAC and Canada

· Fun and never a boring day

· Health Insurance

· BYO for Mobile Phone subsidy

· Career Progression