Live Nation Asia Hiring! Full Time Senior Office Administrator in - Ricebowl

We're seeking a proactive and highly organised Senior Office Administrator to oversee the day-to-day operations of the Singapore office while providing administrative support to the Senior Regional Executives.

This role is responsible for managing office operations, facilities, vendors, office supplies, workplace services, and employee administration to ensure a safe, efficient, and well-organised working environment. A key responsibility of the role is providing administrative support to the Senior Regional Executives, including coordinating travel arrangements, managing expense claims and reimbursements, and ensuring timely submission, accurate documentation, and compliance with company policies.

Working closely with the Senior Regional Executives, Finance, HR, building management, and external vendors, the Senior Office Administrator plays an integral role in supporting the smooth running of the office and delivering a positive workplace experience for employees and visitors. The role requires a high level of discretion, initiative, and the ability to manage multiple priorities while maintaining confidentiality and delivering excellent internal customer service.

ROLE & RESPONSIBILITIES:

Office Administration

• Manage the day-to-day operations of the office to ensure a safe, efficient, and well-organised workplace.
• Coordinate employee leave administration, including maintaining leave records, monitoring leave balances, and supporting employees with leave-related enquiries.
• Serve as the primary point of contact for visitors, contractors, and service providers arriving at the office.
• Manage access for deliveries and visitors in accordance with office procedures.
• Coordinate incoming and outgoing mail, deliveries, and outbound courier services.
• Provide general administrative support to employees and management.

Executive Support

• Provide administrative support to the Senior Regional Executives.
• Manage expense claims and reimbursements for the Senior Regional Executives, ensuring timely submission, accurate documentation, and compliance with company policies.
• Coordinate with Finance to resolve expense-related queries and facilitate timely reimbursements.
• Coordinate travel arrangements for the Senior Regional Executives, including flights, accommodation, ground transportation, travel itineraries, and visa applications/support where required.

Office Facilities

• Act as the primary point of contact for building management on all office-related matters.
• Oversee the maintenance and upkeep of office facilities.
• Coordinate repairs, maintenance works, and office improvements.
• Ensure office equipment and common areas are well maintained.

Office Supplies

• Manage office stationery, supplies, and consumables, ensuring adequate stock levels and timely replenishment.
• Process purchase requests, coordinate orders with suppliers, and maintain inventory records.
• Monitor office supplies expenditure.

Pantry Management

• Manage pantry supplies, ensuring adequate stock levels and timely replenishment.
• Coordinate pantry purchases and monitor pantry-related expenditure.
• Maintain a clean, organised, and well-stocked pantry.
• Liaise with vendors to ensure timely delivery of pantry supplies.

Vendor Management:

• Coordinate and manage relationships with external vendors and service providers, including office cleaners, maintenance contractors, courier services, office suppliers, and pantry vendors.
• Monitor vendor performance and ensure services are delivered in accordance with agreed service standards.
• Process vendor invoices and maintain vendor records, ensuring timely submission to Finance where required.

Health, Safety & Compliance

• Support workplace health and safety initiatives.
• Ensure compliance with office policies and building regulations.
• Assist with emergency preparedness and workplace safety activities.
• Maintain workplace safety resources, including monitoring and replenishing first aid supplies as required.

Other Responsibilities

• Support office events, employee engagement initiatives, and company activities.
• Assist with ad hoc administrative projects and other duties as assigned.

JOB REQUIREMENTS:

• Diploma or Degree in Business Administration, Office Management, or a related discipline.
• Minimum 3–5 years of relevant experience in office administration, workplace operations, facilities management, or a similar role.
• Proven experience managing office operations, facilities, vendors, office supplies, and administrative processes.
• Experience providing administrative support to senior management is an advantage.
• Highly organised with excellent time management skills and the ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal and communication skills, with the confidence to engage professionally with employees, senior leaders, vendors, contractors, building management, and external service providers.
• Proactive, resourceful, hands-on, and adaptable, with a positive attitude and a willingness to take ownership of responsibilities.
• Approachable, service-oriented, and committed to delivering a positive workplace experience.
• Demonstrates a high level of integrity, discretion, and attention to detail when handling confidential information.
• Demonstrated ability to coordinate multiple stakeholders and manage competing priorities with minimal supervision.
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.