Office Admin Coordinator

JOB TITLE : GTR-DIS Office Coordinator, Singapore
REGION/COUNTRIES MANAGED : APAC with focus on Singapore
JOB LOCATION : Singapore
WEEKLY HOURS : 100%
DIVISION / DEPARTMENT : GTR-DIS Administration
REPORTS TO : HRBP MEIA & APAC

POSITION DETAILS

JOB PURPOSE
The Office Coordinator for Singapore supports efficient office management, seamless coordination of regional operations, and proactive support of cross-functional teams. This role supports both International Distributors and Global Travel Retail divisions.

DUTIES AND RESPONSIBILITIES

Daily / Regular Tasks (40%)

• Coordinate team events and monitor budgeting
• Handle day-to-day office needs (e.g., stationery, beverages, plants) with local vendors
• Liaise with landlord agent regarding lease terms or office renovation
• Submit vendor invoices to the workflow system

HR Assistance (25%)

• Point of contact for central HR team
• Manage contract signing and archiving
• Send expense reports to payroll
• Verify employee income tax matters
• Support new joiner onboarding
• Monitor Employment Pass renewals
• Assist with HR projects (e.g., Workday roll-out)

IT Support (15%)

• Set up and replace laptops for staff
• Coordinate with local and HQ IT and broadband providers
• Maintain stock of hardware

Reporting and Workflow (20%)

• Input non-financial data for central finance
• Champion invoice coding workflow for Travel Retail A&P and TA invoices

INTERNAL & EXTERNAL INTERACTIONS

Internal

• Line Manager (HRBP MEIA/APAC)
• Heads of Region (International Distributors, Global Travel Retail)
• Sales & Marketing Managers
• HR & Legal Departments

External

• Local suppliers
• Payroll provider
• Travel Retail customers
• Travel agency

WORKING CONDITIONS

• Full-time, 100% role based in central Singapore
• Option for 1 remote day per week
• No direct reports

QUALIFICATIONS

Minimum Experience Requirements

• At least 3 years in office admin, executive support, or regional coordination
• Comfortable working across time zones and cultures
• Experience in vendor management and procurement processes
• Strong discretion and confidentiality

Mindset

• Service-oriented, self-driven, flexible, proactive, hands-on, team player

Key Competencies

• Customer focus
• Professional integrity
• Organizational excellence
• Effective communication
• Strong interpersonal skills
• Problem-solving ability
• Meticulous attention to detail
• Office administrative experience

Preferred Experience

• Proven experience in office operations and stakeholder management

Education

• Minimum: Secondary school degree
• Preferred: Certifications in project management or administrative support

Language Skills

• Fluent in English (written and spoken)
• Additional APAC language is a plus

Technical Skills

• Proficient in MS Office (Outlook, Excel, PowerPoint, Word)
• Familiarity with Teams, SharePoint, or Concur