Sunline Hiring! Full Time Office Administrative Executive in Federal Territory - Ricebowl

Position Summary:-

The Office Administration Executive is responsible for ensuring the smooth operation of the

office and providing administrative support across various business functions. This role oversees

office facilities, procurement, vendor coordination, company assets, travel arrangements, and

administrative documentation.

In addition, the role plays a key part in supporting the mobility of expatriate employees by

coordinating immigration-related matters, relocation arrangements, housing, onboarding

logistics, and other cross-border administrative requirements.

This position requires strong organizational skills, attention to detail, the ability to manage

multiple priorities, and good communication skills when working with internal stakeholders and

external service providers. Most importantly, as this position is an employee facing position, it

requires the candidate to be a warm and dedicated person.

Office Administration:-

• Oversee the daily operations of the office to ensure a safe, organized, and efficient working environment.
• Maintain company records, licenses, insurance policies, and administrative documentation.
• Manage office supplies, pantry inventory, stationery, and general office procurement.
• Coordinate office maintenance, repairs, cleaning services, and facility management vendors.
• Manage company assets including laptops, mobile phones, access cards, office equipment and inventory records.
• Coordinate meeting room bookings, office events logistic, and employee engagement activities.
• Support business continuity by ensuring office facilities remain operational.
• Prepare reports, expense summaries, and administrative budgets where required.
• Support HR with onboarding logistics including workstation preparation, access cards, business cards, and welcome arrangements.
• Perform other administrative duties assigned by management.

Expatriate Mobility & Immigration Support:-

• Coordinate end-to-end expatriate mobility processes including work passes, employment pass, visa applications, renewals, and cancellations.
• Liaise with immigration consultants, government authorities, and external service providers.
• Coordinate relocation arrangements including temporary accommodation, long-term housing, airport transfers, and settling-in support.
• Assist expatriates with bank account opening, tax registration, statutory registrations, medical examinations, and local orientation.
• Track immigration validity, visa expiry dates, passport renewals, and mobility documentation.

Travel & Logistics:-

• Arrange domestic and international travel including flights, accommodation, transportation, travel insurance, and itineraries.
• Coordinate business travel requirements for employees and overseas visitors.
• Support reception arrangements for overseas management and visitors.
• Source quotations and coordinate procurement of office equipment and services.
• Process purchase requests, invoices, and payment documentation.
• Ensure contracts and service agreements are properly maintained.

Requirements:-

• Bachelor's Degree or Diploma in Business Administration, Management, Human Resources, or a related discipline.
• Minimum 2 years of experience in office administration, corporate administration, facilities management, or HR administration.
• Experience supporting expatriate mobility, immigration, or relocation matters is an advantage.
• Experience liaising with government agencies and external vendors is preferred.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to work independently and manage multiple priorities.
• Proficient in Microsoft Office applications.
• Good command of Mandarin and English.
• Detail-oriented with strong follow-up skills.
• Resourceful and proactive in problem-solving.
• Customer-oriented with a service mindset.
• Comfortable working in a fast-paced, multicultural environment.
• Flexible to support occasional after-hours or weekend administrative activities when necessary.