Admin Executive

About the job

The position of Admin Executive will be responsible for the performance of a variety of duties categorized by mainly as Reception, Administrative Tasks, and Financial Support.

1. Reception

• Greeting visitors (such as voice talents, clients, and candidates) and directing or informing them of their booked schedules (if needed) and the appropriate security measures.

• Answering and forwarding incoming phone calls.

• Maintaining office security by following safety procedures and controlling access via the reception desk (such as monitoring the logbook and issuing visitor badges).

• Ensuring the reception area is tidy and presentable, with all necessary stationery and materials (e.g. pens, forms, and brochures).

2. Admin Tasks

• Requesting purchase approval (such as office equipment) when needed.

• Ordering office supplies and keeping inventory of stock, including office snacks and drinks.

• Keep track of all packages and order deliveries. Additionally, the Office Administrator will need to liaise with the delivery service of where and when the orders will be safely delivered.

• Announcing changes in of security measures or security awareness if needed. The Admin Executive will also need to liaise with the building's security officer and raise security awareness to the employees if there are any changes regarding the building’s security measures.

• Checking and booking the parking spaces for our employees, voice talents, and clients. Managing and renewing office parking spaces.

• Supporting the organization of company events such as team building, monthly company activities, welcome box, and more. The Admin Executive will need to research the items or any locations needed to request the invoices.

• Arranging and preparing Birthday and Employee of the month (EOM) gifts/vouchers/allowances for employees.

• Responsible for handling employee group insurance and social security (SSO), including enrollment and termination updates, and supporting Finance in SSO payment processing.

• Preparing employees’ cards for the first day of new joiners.

• Assisting in organizing monthly internal meetings, including scheduling, preparing meeting materials, and taking minutes when required.

• Responsible for updating and maintaining various office schedules (e.g., welfare, parking, massage, and in-office work schedule).

• Liaising with the office housekeeper and masseuse.

• Coordinating with maintenance services for the office equipment and facilities.

• Issuing receipts or payment acknowledgment documents for external service providers (e.g., technicians, housekeepers) when required.

3. Assist Senior Accountant:

• Receiving and checking financial documents such as receipts (related to welfare, equipment purchasing, and office supply expenses and its costs) and reimbursement before sending to the Senior Accountant for processing.

• Cashing the cheque (such as telephone bill and internet bill) and making transactions or deposits at the bank as needed.

• Delivering financial documents at the delivery service if needed.

Capabilities and Skills

• Able to work onsite as required.

• Excellent interpersonal skills. Ability to maintain good relationships with employees, voice talents, and other visitors at all levels of the company.

• Good command in English.

• Has the ability to multitask and prioritize duties.

• Natural problem-solver and able to work under pressure.

• Detail-oriented, proactive, positive, self-motivated, and hard-working attitudes are required.

• Flexible, adaptable, and willing to support others when needed.

• Enjoys working in a service-oriented and supportive environment, with a strong sense of teamwork and collaboration.

What we offer

• Free snacks and monthly team dinners

• Free in-office massage sessions

• 15 annual leave days per year

• Excellent and friendly workplace environment

• Supportive and collaborative team culture

• Possibility for cross-training opportunities across departments to expand your knowledge and skill set

• Opportunities to develop your professional skills in a global environment and gain hands-on experience in the Media & Entertainment localization industry.