Admin Executive

What you will do on your journey with WebBeds.

We are seeking a highly organized and proactive Admin Executive to support the smooth day-to-day operations of our office. This role will be responsible for managing office administration, maintaining documentation, supporting HR processes, and ensuring a well-functioning and professional work environment.

The candidate will play a key role in ensuring operational efficiency by coordinating office activities, managing supplies and facilities, and acting as the main point of contact with the landlord and building management. You will also support HR-related activities such as onboarding and offboarding, as well as assist in coordinating internal events and communications.

You will be working closely with the local teams, gaining exposure to a dynamic and fast-paced environment within a growing global organization.

Key elements to this role include, but not limited to:

1. Office and General Administration

• Manage daily office operations (opening/closing, facilities, equipment), ensuring a well-organized and efficient work environment.
• Handle correspondence, including emails, calls, mail, and packages
• Handle support needed between the Sourcing, Sales and Customer Service teams.
• Maintain office supplies, place orders, and manage inventory
• Ensure office cleanliness and a professional working environment
• Coordinate maintenance and repair services for office equipment and facilities
• Act as the main liaison with the landlord and building management
• Act as main liaison between office vendors.

2. Documentation & Record Keeping

• Maintain digital records of IT equipment inventory
• Organize and manage company documents, ensuring easy access and compliance with record-keeping requirements
• Ensure all required licenses are renewed in a timely manner

3. Admin Support

• Assist with employee onboarding and offboarding (e.g. documentation, ID cards, and coordination with global IT for laptop setup)
• Support the coordination of staff events, office activities, and internal communications

4. Meeting Coordination

• Arrange meeting rooms, equipment, and refreshments for supplier and management meeting

You would also be required to support other administrative, facilities and event duties as needed.

Essential Skills & Experience

Qualifications & Knowledge

• Diploma or Degree in Business Administration, Human Resources, or a related field
• Prior experience in office administration, administrative support, or a similar role
• Good understanding of office management processes and basic HR administrative practices
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint)

Experience, Skills, and Behavioral Requirements

• Strong organizational and multitasking skills with the ability to manage multiple priorities effectively
• High level of accuracy and attention to detail, particularly in documentation and record-keeping
• Proactive, reliable, and able to work independently with minimal supervision
• Good interpersonal skills with the ability to communicate effectively across all levels
• Strong coordination skills to manage office operations, vendors, and internal stakeholders
• Ability to handle confidential information with discretion and professionalism
• Positive attitude, team-oriented, and adaptable in a fast-paced environment

Key Competencies

• Organization and planning
• Attention to detail
• Communication skills
• Interpersonal skills
• Problem-solving
• Time management
• Teamwork
• Accountability and reliability
• Adaptability
• Customer/service orientation