Quantum Leap Career Consultancy Hiring! Full Time Administrative Assistant (Operations - Facilities) – Contract in - Ricebowl

Role Overview

We are seeking a disciplined and organized Administrative Assistant to support the daily operations of our Singapore corporate office for a prominent global luxury brand. This is a fixed-term contract role focused on maintaining office standards, managing vendor relationships, and providing essential administrative support to the local team.

Key Responsibilities

Facilities & Vendor Coordination

• Maintenance: Act as the point of contact for office repairs (lighting, furniture, carpet cleaning) and supervise cleaning staff.
• Vendor Management: Manage orders and maintenance for stationery, pantry supplies, office greenery, and fire safety equipment.
• Security: Update and maintain the biometric access database; manage the issuance of staff lockers and business cards.

Financial & Procurement Admin

• Invoicing: Utilize Coupa to raise Purchase Orders (POs), reconcile invoices, and process expense claims accurately and on time.
• Office Equipment: Oversee the procurement and maintenance of pantry and office machinery (coffee machines, water dispensers, etc.).

General Administration

• Reception & Mailroom: Professional screening of calls, guest reception, and managing incoming/outgoing couriers and mail.
• Travel: Process travel requests for the Singapore office, ensuring all necessary approvals are secured.
• Communications: Issue office-wide announcements regarding building management updates and safety exercises (e.g., fire drills).
• Events: Provide logistical support for internal staff activities and company get-togethers.

Requirements

• Experience: 1–2 years in an administrative, facilities, or office support role.
• Systems: Practical experience with Coupa or similar procurement software is required.
• Skills: Strong organizational ability with a focus on task completion and accuracy.
• Communication: Clear verbal and written communication skills suitable for a corporate environment.
• Availability: Ability to commit to the full duration of the contract period.

Additional Information

• Location: Singapore (Central)
• Employment Type: Fixed-Term Contract