Admin Executive
Job Summary
We are hiring an Admin Executive to be the operational backbone of our Ubi headquarters. This is a true all-rounder role where you will support various departments, manage facilities, and ensure smooth day-to-day office operations. You will work directly with leadership and have a visible impact on the business from day one.
Responsibilities
- Manage office supplies, facilities, and vendor coordination
- Handle correspondence, shipments, and courier logistics
- Coordinate travel arrangements and visas for leadership
- Support finance and HR administrative tasks
- Prepare corporate documents and coordinate company events
Required Skills
- Diploma or degree in Business Administration
- 2-4 years of office administration experience
- Strong organizational and multitasking skills
- Proficiency in Microsoft Office suite
- Excellent written and verbal English communication
Job Details
Responsibilities:
- Run day-to-day office administration: supplies, facilities, equipment, meeting rooms, and vendor coordination
- Manage incoming and outgoing correspondence, couriers, and shipments, including coordination with our Senoko manufacturing site
- Coordinate travel arrangements, visas, and itineraries for the leadership and commercial teams
- Support finance administration: invoice filing, expense claims, purchase order tracking, and liaison with our accounts function
- Support HR administration: interview scheduling, onboarding logistics, employee records, and leave tracking
- Prepare, format, and file corporate documents, letters, and reports to a professional standard
- Coordinate company events, customer visits, and internal meetings
- Handle ad-hoc projects and administrative support across departments as the business grows
Requirements:
- Diploma or degree in Business Administration or a related discipline
- 2 to 4 years of experience in office administration, operations support, or a similar coordination role
- Strong organizational skills and attention to detail, with the ability to manage multiple threads at once
- Effective written and verbal communication skills in English, as the role prepares business correspondence and liaises with regional partners and vendors
- Proficient in Microsoft Office (Word, Excel, PowerPoint); comfort picking up new software quickly
- Resourceful, discreet, and reliable, with a service mindset toward the internal team