Administrative Executive

About Our Client PartnerOur client is a premium coffee company that operates across brewing, machine retail, and coffee bean sales, with both local market dominance and a growing global footprint. The organization values efficiency and operational excellence in supporting its fast-paced retail and manufacturing environment. This role is crucial for ensuring the smooth daily functioning of the head office and providing essential administrative support to all key business divisions.Role SummaryWe are seeking a proactive, highly organized, and reliable Administrative Executive to manage and coordinate core office operations. This role serves as the central point of administrative contact, providing comprehensive support to senior management and coordinating key activities across the sales, retail, and logistics functions. The successful candidate will ensure efficient office operations and maintain a professional and productive work environment.Key Responsibilities Office Management and CoordinationManage all aspects of general office administration, including managing office supplies, maintaining equipment, and overseeing facility cleanliness and maintenance. Handle incoming and outgoing correspondence (emails, calls, mail) and direct inquiries to the appropriate departments (Sales, Accounts, Logistics). Maintain efficient filing and record-keeping systems for critical documents, ensuring easy retrieval and confidentiality. Executive and Meeting SupportProvide administrative support to senior management, including scheduling meetings, managing calendars, and arranging business travel and accommodation. Prepare presentation materials, reports, and meeting minutes accurately and promptly for operational and management reviews. Sales and Logistics AdministrationAssist the sales and logistics teams with crucial administrative tasks, such as preparing delivery notes, processing basic sales orders, and maintaining vendor databases. Track and manage petty cash and ensure accurate submission of expense reports for various departments. Coordinate internal communication flows between the head office, retail outlets, and the brewing/manufacturing facility. Human Resources (Basic Support)Assist the HR function with basic administrative tasks, such as maintaining employee records, coordinating interview schedules, and managing new employee induction paperwork. RequirementsExperience: Typically 1-3 years of experience in an Administrative, Executive Secretary, or Office Management role, preferably within the Retail, FMCG, or Hospitality sectors. Education: A professional qualification or Diploma/Degree in Business Administration, Secretarial Practice, or a related field. Skills: Expert proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook) is mandatory. Excellent organizational skills and attention to detail. Communication: Exceptional written and verbal communication skills in English, with good interpersonal abilities to deal with internal staff and external partners professionally. Attributes: High level of professionalism, discretion, reliability, and a proactive "can-do" attitude. Must be able to multitask and prioritize effectively in a busy environment.