ADMINISTRATION EXECUTIVE JOB DESCRIPTION

Keep operations running, and governance falls behind schedule. That is the clearest way to describe what an Administration Executive prevents: the gap between decisions made in meetings and actions taken in the days that follow. This role owns the administrative infrastructure that keeps a department or leadership function moving, from tracking CAPEX and OPEX budget exercises to providing secretariat support for board and committee meetings, where minutes must be accurate, actionable, and archived correctly. What makes the work genuinely demanding is the breadth of ownership: the Administration Executive answers to multiple senior stakeholders simultaneously, each with different priorities, and must keep all of them coordinated without a single thread dropping.

Employers read multi-stakeholder coordination as a sign of operational maturity, and how this work plays out across duty sets unpacks that read in concrete terms.

As the Administration Executive, you manage the day-to-day operational and governance administration that allows department heads and senior leaders to act on decisions with speed and accuracy. You typically report to a Head of Department, General Manager, or equivalent senior leader, supporting a team or function whose output depends directly on the reliability of your records, schedules, and cross-functional coordination.

Career Impact: Owning board secretariat processes and SLA-governed billing cycles at this level establishes a track record in governance administration that is valued by senior hiring managers across corporate, nonprofit, and public-sector organizations.

Business Impact: Department heads and general managers depend on the accuracy of the minutes, reports, and budget records this role produces to make decisions that hold up under audit and board scrutiny.

Growth Opportunity: The scope of this role, spanning procurement, budget tracking, and executive-level correspondence, builds a foundation for progression into an Executive Assistant, Operations Manager, or Office Manager position with broader organizational authority.

• Coordinate meeting logistics, agendas, and minutes for executive, management, and committee meetings to ensure accurate records of decisions and action items.
• Manage calendar scheduling and diary support for department heads or senior leaders, prioritizing competing commitments across internal and external stakeholders.
• Administer purchase orders and service requests, track monthly expenses and staff claims, and support the annual CAPEX and OPEX budget exercise.
• Monitor budget utilization against approved expenditure plans and escalate variances to the relevant manager in a timely manner.
• Prepare and distribute reports, management summaries, and correspondence for internal teams and external parties within agreed deadlines.
• Maintain organized filing systems, document archives, and databases to ensure records are retrievable and audit-ready at all times.
• Coordinate logistics for internal events, client visits, and staff engagement activities, including venue booking and hospitality arrangements.
• Support compliance and audit readiness by keeping procedure guides, policy records, and operational checklists current and accurately maintained.

Because hiring teams weigh audit-readiness duties heavily, how these duties translate onto a resume shows how to present compliance documentation without underselling it.

• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent work experience.
• 2 or more years of administrative experience in a corporate or professional services environment, with exposure to multi-stakeholder coordination.
• Demonstrated ability to produce accurate meeting minutes and governance documentation under time pressure.
• Strong organizational and prioritization skills, with the ability to manage competing deadlines across multiple senior stakeholders.
• Proficient in preparing reports, correspondence, and presentations for senior management audiences.
• Numerically competent, with experience tracking budget expenditure, processing purchase orders, or reconciling expense claims.
• Excellent written and verbal communication skills, with a professional and discreet manner when handling confidential information.

While this section lists the minimum bar, the qualification bar most postings set goes deeper into what levels and tools employers actually prioritize.

• Prior experience providing secretariat support for board, committee, or governance workgroup meetings.
• Exposure to procurement processes, including raising purchase orders and working within OGP framework agreements or equivalent.
• Experience administering contracts, service agreements, or billing processes including invoice verification and SLA monitoring.
• Demonstrated ability to train or guide junior administrative team members on processes or systems.

• Invoice and billing accuracy rate, reflecting how consistently processed orders and claims are error-free.
• Meeting minutes turnaround time, measuring how quickly verified minutes are distributed after each meeting.
• Budget variance percentage, tracking how closely monitored expenditure aligns with approved departmental budgets.
• Audit readiness score, assessing whether records, archives, and compliance checklists pass internal or external review without rework.
• Report submission on-time rate, measuring how reliably weekly and monthly management reports are delivered by the deadline.
• Typical tools: productivity suite (commonly Microsoft Excel, Word, PowerPoint, and Outlook).

Invoice accuracy rates and audit-readiness scores, for one, get fuller treatment in salary benchmarks, certifications, and career path than this template allows.

• Base Salary Range: $45,000 to $62,000 per year depending on seniority and location
• Bonus: Discretionary annual bonus, typically 3 to 7 percent of base salary
• Equity: Not typically offered at this level in corporate professional services
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization
• PTO: 10 to 15 days annually, plus public holidays; varies by employer
• Common Perks: Professional development reimbursement, hybrid work options, and employee assistance programs

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion is a condition of employment for this role, and all candidates must be authorized to work in the United States prior to their start date. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Candidates requiring a reasonable accommodation during the application or interview process are encouraged to submit their request in writing.

Match your audit-readiness work to a resume that reaches a hiring manager.

The Administration Executive delivers end-to-end event coordination, healthcare compliance support, and records management for J&J Surgical Vision Business, ensuring leadership operations run reliably and on time. Working directly with the Country Manager and Associate Marketing Director, this role enables both leaders to focus on strategic priorities by managing diaries, logistics, and HCC activities across the business.

Key Responsibilities

• Oversee the annual company calendar of meetings and events, and provide diary support for key leaders.
• Coordinate internal meetings, including taking minutes and partnering with meeting chairs to achieve identified objectives.
• Organize and manage events with third parties, including logistics support for industry sponsorships and other events as required.
• Provide travel and expense support for Country Manager and Associate Marketing Director.
• Support healthcare compliance-related activities in partnership with the Health Care Compliance team and commercial leaders.
• Ensure Records Information Management program management and compliance in line with J&J standards.
• Troubleshoot issues, identify solutions, and support audits as required.
• Provide direction and instruction to support employees' onboarding.

Required Qualifications

• Demonstrated experience within administration, events, or related fields.
• Strong verbal and written communication skills.
• Ability to work across internal and external stakeholders.
• Experience using the Microsoft Office suite (Word, Excel, and PowerPoint).
• Strong attention to detail with a high level of professionalism.
• A desire to work collaboratively as part of a team.

Embedded within the North America Geography, the Administration Executive leads day-to-day administrative functions including seat allocation, budget management, and oversight of client security policy compliance across all NA locations. Working closely with the US corporate office and a large multi-site team of over 1,000 associates, this role ensures operational continuity, audit readiness, and a safe and compliant work environment.

Core Functions

• Assist Admin Head in day-to-day Admin Functions and Operations of the North America Geography.
• Oversee implementation of Client Security Policies and guidelines, and monitor audit readiness of all locations in the NA Geography.
• Ensure compliance with Statutory requirements, building codes, Work Environment Guidelines, and HSE Guidelines.
• Manage seat allocation, tracking, and reporting to US corporate office.
• Prepare budget, track expenditure, monitor budget utilization, and implement cost control measures.
• Manage client visits, including receiving clients, ensuring readiness of conference and meeting rooms, and extending necessary hospitality support.
• Coordinate travel, conveyance, hotel bookings, and airport/hotel client reception as directed by Supervisor.
• Ensure inventory management, timely capitalization of Capex items, and maintenance of HSE data records.
• Travel to multiple locations to oversee audits, construction works, and other operational requirements.
• Train and coach Admin team members and implement process improvement measures on a regular basis.

Qualifications & Experience

• Associate degree.
• Experience in the Administrative Function of a large facility (over 1000 associates) preferred.
• Knowledge of Office Management, Safety and firefighting systems, Physical security systems, Personnel management, and Purchase and Finance processes.
• Proficient in Microsoft Office, especially Excel and PowerPoint.
• Excellent written and verbal English communication skills.
• Team player with good interpersonal skills and ability to work in a diverse multicultural environment.
• Strong organizational, analytical, problem-solving, and decision-making skills.
• Proactive, self-motivated, flexible, adaptive, professional, able to multitask, and available to work outside regular business hours if needed.

Reporting to the Programme Manager, the Administration Executive builds a structured pipeline of qualified training course bookings through high-volume inbound and outbound telephone activity, supporting customers in their progression into employment or training. Partnering with Personal Advisers, Tutors, and Learning Coaches, this role ensures attendance targets are met and customers receive clear, accurate information throughout their onboarding journey.

Primary Duties

• Take inbound calls and make outbound calls to book customers onto training courses and schedule appointments with appropriate Personal Advisers, Tutors, or Learning Coaches.
• Nurture leads and accounts not currently ready to convert, and generate and book qualified appointments.
• Ensure customer data is kept up to date and accurate, and maintain market and product knowledge.
• Work with the Programme Manager to meet monthly performance targets and ensure Advisers have relevant paperwork for training.
• Source and book venues for training, prepare Purchase Orders, and provide attendance reports for referral providers and employers.
• Maintain and liaise with Personal Advisers, Tutors, and Learning Coaches to ensure calendar accuracy and attendance.
• Email customers with pre-course information and send reminders and follow-ups to ensure attendance at training courses.

Skills & Qualifications

• Ability to work to targets and KPIs with expert product knowledge and the ability to communicate service features and benefits.
• Experience in completing high-volume outbound telephone activity.
• Excellent communication skills and telephone manner.
• Ability to communicate effectively with business owners and senior decision makers, and simplify complex information such as funding rules and regulations.
• Self-motivated team player with a determination and desire to succeed.
• Experience working with and updating Excel Spreadsheets and CRM systems.

Sitting at the intersection of marketing support and data management, the Administration Executive delivers professional PowerPoint presentations, data analysis, and documentation that equip senior management with accurate insights into key business initiatives. Operating across creative production and reporting functions, this role enables the commercial team to act on reliable data and maintain consistent, high-quality internal and external communications.

Duties

• Create corporate professional PowerPoint presentations, including Sales Meeting presentations, Company Reports, Client Sales Presentations, and Training slide decks.
• Convert policies and procedures into professional-looking documentation.
• Perform basic data analysis, auditing, and interpret data to monitor and check that key initiatives are being effectively implemented.
• Gather and collate sets of data with basic analysis, and prepare reports and emails based on findings for the senior management team.
• Perform data inputting, research, database population with CVs, and sourcing new contacts for the sales team.

Requirements

• Advanced Microsoft Office 365 skills, particularly PowerPoint, with a good knowledge of Excel, including creating and amending detailed graphs and presenting data in a professional format.
• Knowledge and use of Photoshop, InDesign, and Illustrator would be beneficial but not essential.
• Experience using a CRM and auditing experience would be desirable.
• Excellent attention to detail with a creative eye.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.

A key member of the Planning & Development team, the Administration Executive owns the full range of day-to-day operational support, including purchase order processing, expense tracking, and logistics coordination for meetings and staff events. Collaborating across departments, this role enables the Head of Department and Director to focus on strategic planning by keeping administrative processes accurate, timely, and well-organised.

Functions

• Facilitate departmental administrative and meeting activities, and support the scheduling of the Head of Department and another Director.
• Raise purchase and services orders for the team, and facilitate logistics support for meetings and staff engagement events.
• Handle the receiving and sending of items through couriers, mail collection, and posting.
• Manage monthly tracking and updating of expenses, staff claims and reimbursements, and team assets and inventory.
• Carry out the annual CAPEX and OPEX budget exercise and any other administrative or ad hoc duties.

Experience & Qualifications

• Diploma in Marketing, Business, or equivalent.
• Basic understanding of the business environment.
• Good people skills and the ability to work cross-functionally with other departments.
• Proficient with Microsoft Office software, including Excel, Word, and PowerPoint.
• Organized, detailed, independent, creative, proactive.
• Able to work under pressure to meet tight timelines.
• Willing to learn, and with a positive work and social attitude.

Efficient governance and stakeholder communication depend on the Administration Executive, who leads diary management, board secretariat support, and executive correspondence on behalf of the CEO and Board. Based within the organisation's leadership function, this role enables the CEO to maintain an open and responsive operation by coordinating agendas, board papers, and governance processes while upholding a high standard of discretion and confidentiality.

Accountabilities

• Provide executive-level administrative support to the CEO, including diary management, meeting scheduling, travel and accommodation arrangements, expense reporting, and drafting internal and external correspondence.
• Participate in and provide secretariat support for executive, management, and Board workgroup meetings, including preparation of agendas, meeting papers, reports, and minutes.
• Build and maintain strong working relationships with internal and external stakeholders.
• Act as point of contact with the CEO, balancing efficiency with the CEO's open-door approach.
• Manage information flow in a timely and accurate manner, and maintain a structured and organised electronic filing system.
• Support governance processes for the CEO and Board, and assist with the development of Board papers as required.
• Support partnerships, engagement, media, profile, and events activities for the CEO.
• Provide quality assurance support, shared reception duties, event management, and administrative support to organisational teams.
• Comply with organisational policies, procedures, code of ethics, and professional associations' codes, and participate in projects, meetings, and professional development.
• Maintain awareness of social, political, and feminist issues, and ensure work practices reflect an intersectional feminist perspective.

Position Requirements

• Minimum Diploma in Administration, Business, Project Management, Communications, or a complementary field.
• Demonstrated experience of 3 or more years as an Executive Assistant, Personal Assistant, or similar role.
• Significant prior experience providing secretariat services for boards and committees.
• Advanced Microsoft Office skills, including Word, Excel, Outlook, and PowerPoint.
• Outstanding administrative, organisational, time-management, written, verbal, and interpersonal skills, with strong attention to detail.
• Proactive problem solver capable of making informed decisions aligned with the CEO's objectives and the organisation's strategic directions.
• Ability to remain calm under pressure while keeping operations smooth and efficient, with demonstrated ability to work cross-culturally.
• Knowledge of the causes and impacts of sexual assault, family and domestic violence, with commitment to an intersectional feminist perspective.

As the Administration Executive, this role shapes the full student lifecycle experience by managing course registrations, database accuracy, customer care, and reporting across a teaching centre environment. The teaching centre relies on this work to maintain accurate student records, meet KPIs set by the Council, and ensure seamless coordination between administrative systems, teachers, and the broader SCM team.

Activities

• Provide administrative support throughout the term and semester courses and all marketing-related campaigns and promotions.
• Set up and manage student information in the Primary Plus portal, and liaise with teachers for in-class placement tests.
• Prepare and manage registration materials, outgoing correspondence of products and promotions, student absence records, special education needs records, and student reports and certificates.
• Input and maintain Teaching Centre data in relevant systems, including TCMS, OBS, and CRM, and ensure all databases and reports are updated in a timely and accurate manner.
• Generate and analyse student, age, and class reports as per management request, and prepare weekly statistics for enquiry figures for management review.
• Handle student issues and provide customer care and support to meet and exceed KPIs set by the Council.
• Support the SCM team with general office administration, procurement, and inventory control of stationery, forms, and marketing premiums.
• Register, reserve, and waitlist new and existing students accurately, and handle cash desk and payment processing correctly for course, test, and examination registrations.
• Cover other Administration Executive roles in their absence and support team members as required, and participate in regular professional development, training, and performance management programmes.

Knowledge, Skills & Abilities

• At least 2 years of administrative experience in a customer service or sales environment.
• Good IT skills, including spreadsheet use, accurate data input, and statistics keeping and reporting.
• Strong attention to detail with a habit of checking work thoroughly before submission.
• Independent, proactive, organised.
• Able to work well under pressure with minimal supervision.
• Receptive to feedback while pursuing excellence.
• Proficient in English and Cantonese, both written and spoken.

Administration Executive leads end-to-end contracts administration across the full billing cycle — from new sales order entry through monthly invoicing, credit notes, and supplier payments — for all companies under the Principal banner. Success in the position means service and SLA standards are consistently met, billing deadlines are achieved each month, and internal stakeholders and third-party funders receive accurate, timely information.

Operational Focus

• Perform data entry for new Sales Orders and deal with stakeholder queries arising from sales orders.
• Raise and manage invoices for all contracts on a daily, weekly, monthly, and quarterly basis, including credit notes, verifications, and Time and Material and consumables billing.
• Liaise with Credit Control to action Direct Debit collections or refunds required due to contract amendments, and conduct due diligence on invoices before posting.
• Set up machines on service contracts, administer current service agreements, and update the PAM program with account and machine information.
• Supply third-party meter readings, keep records up to date, and deal with related supplier and funder queries.
• Handle customer queries, check and action monthly and quarterly system-generated reports, complete Month End Process checklists, and keep all procedure guides up to date.

Professional Experience

• Previous experience in an Administration or Accounts environment is ideal.
• Must be numerate and comfortable with complex calculations.
• Strong data entry skills and proficiency in Microsoft Office products.
• High prioritisation and organisational skills with great attention to detail.
• Ability to juggle multiple workloads and work to deadlines.
• Ability to establish strong interpersonal relationships with team members and internal departments, and work independently while taking initiative.
• Energetic, self-motivated, and able to respond to change positively and proactively.

The Administration Executive oversees club-wide governance administration, including minutes of meetings, management reports, and calendar coordination across the Management Committee, Sub-Committee, and external government agency meetings on behalf of the General Manager. Reporting to the GM, this role ensures that meeting outcomes are accurately recorded, archived, and actioned, and that senior leadership and stakeholders receive timely, reliable administrative support.

Key Deliverables

• Support critical Club administration with guidance from the General Manager, and follow up on matters arising with timely updates on actionable items.
• Take notes and minutes for official meetings, including HOD meetings on physical or online platforms, and verify accuracy of minutes.
• Organise meetings, including hosting Zoom meetings as and when required.
• Update MC policy decisions from MC meetings, and archive all meeting minutes, agreements, and tender documents in the Club's storage system.
• Maintain and organise a full set of records for all files, minutes, activities, projects, and databases.
• Engage stakeholders and senior management to provide information or advice as necessary.
• Provide administrative support, including preparing letters for special projects such as charity events.
• Liaise with beneficiaries on event programmes and pre- and post-event work.
• Coordinate necessary logistics and carry out other general administration ad hoc jobs as instructed by management.

Education & Experience

• Minimum GCE 'A' Level or equivalent tertiary education.
• Minimum 3 years of experience in an administrative role.
• Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Excellent spoken and written English.
• Detailed and meticulous with strong follow-up competencies.
• Well-organised in calendar management, report handling, email correspondence, document scanning, and secretariat support.
• Team player who quickly understands the business, is result-oriented, and completes tasks within timeframes.
• Concise writing ability and strong grasp of meeting content.

Embedded within the Finance Department, the Administration Executive develops financial support processes across the full programme lifecycle, from pre-award budget queries and letters of offer through to financial report review and accounts payable processing. Working closely with Research Bodies, procurement teams, and Finance colleagues, this role advances the department's capacity to manage an increasing volume of grant programme activity accurately and on schedule.

Areas of Ownership

• Provide financial support for the management and implementation of various programme calls from the proposal stage through to the expiry of all awards.
• Assist with multi-annual forecasting of grant expenditure and provide this information to the Finance Department for financial planning.
• Provide financial input into letters of offer and manage pre-award aspects of programmes, including handling budget queries, generating payment schedules, verifying financial aspects of letters of offer, and following up on acceptance certificates.
• Review and approve all financial reports submitted for awards, and engage with Research Bodies on any issues highlighted.
• Support Finance and other departments on procurement, including running tenders on the etenders website and utilising OGP Framework agreements.
• Assist with accounts payable activities, including processing purchase orders, supplier invoices, and preparing supplier payment schedules, as well as other ad hoc Finance duties as required.

Background & Experience

• Business qualification.
• Experience in grants administration activities and procurement or accounts payable activities.
• Experience working in an administrative capacity with strong PC skills.
• Ability to manage tasks effectively under tight deadlines and work under pressure.
• Great attention to detail and delivers quality assurance.
• Strong communication, influencing, and stakeholder and client engagement skills.
• Flexibility, resilience, and a high degree of respect and integrity.

Reporting to management, the Administration Executive oversees residential and commercial property administration, including lease acquisition, tenant relationship management, and invoice processing for a family office portfolio. Partnering with property agents, tenants, and internal finance functions, this role ensures that lease documentation, payments, and compliance records are maintained accurately and that occupancy transitions are handled with minimal disruption.

Role Responsibilities

• Liaise with property agents on leasing of vacant properties, administer credit control, and manage acquisition and negotiation of new and renewal leases for residential and commercial space.
• Keep records of viewing feedback from prospective tenants and agents, and ensure apartments are ready for move-in on agreed dates.
• Manage relationships with tenants and external agents, and represent the company professionally at all times.
• Communicate with management regarding rents received, accuracy of invoices, purchase order attachment, and correct invoice coding in accordance with company procedures.
• Ensure all proper and legal documents from new tenants and vendors are received, verified, and entered into the system prior to action being taken, and that all invoices are approved, entered, and paid promptly.
• Prepare and submit expense claims, develop and maintain filing systems, and handle incoming mail and email independently.
• Carry out any other ad hoc tasks as assigned by management.

Required Qualifications

• Diploma in Business Administration, Real Estate, or equivalent.
• Minimum 10 years of working experience, prior exposure in a small family office set up.
• Proficiency in MS Office and internet skills.
• Good spoken and written English.
• Independent self-starter.
• Previous experience in similar multi-function roles.
• Excellent organisational ability with attention to detail.
• Ability to work under pressure, prioritise effectively,
• Ability to communicate confidently at all levels.
• Multitask while remaining meticulous.

Sitting at the intersection of executive support and international travel logistics, the Administration Executive advances seamless global travel operations for senior leadership by arranging itineraries, briefings, visas, and accommodation with particular expertise in China travel requirements. Operating across security coordination, chauffeur duties, and administrative support, this role enables the global leadership team to travel safely and efficiently while maintaining a well-controlled workplace environment.

Job Functions

• Accompany leaders on frequent business trips globally, including China.
• Assist with travel and visit arrangements covering itineraries, background briefings, flights, visas, accommodation, and expenses.
• Accompany leaders on internal and external business meetings and events.
• Coordinate with the workplace security team to streamline the workplace security process and create a safe work environment.
• Provide chauffeur service to the global leadership team.
• Perform daily checks and maintenance on cars to ensure operational conditions.
• Assist and support in administrative duties and tasks when needed.

Qualifications & Experience

• Bachelor's degree in Business Administration, Administrative Management, or equivalent.
• Certification in first aid skills, including CPR and AED, from reputable organisations such as the American Heart Association.
• Valid driving licence with more than 3 years of driving experience, with preference for candidates with the right to drive in both China and Singapore.
• 3 years of substantial work experience supporting executives.
• Experience in supporting international travel for senior management, especially in China.
• Proficient in spoken and written English for regular interactions with the China team.
• Willing and able to travel frequently and on short notice.
• Reliable, punctual, safety-conscious, with a strong sense of responsibility and risk management.

A key member of the Client Management team, the Administration Executive advances smooth day-to-day operations by coordinating client requests, monitoring expenditure against budgets, and producing regular performance reports for operational departments and Business Units. Collaborating across internal stakeholders and the HOD, this role enables the team to resolve client issues promptly, improve process efficiency, and maintain consistent service delivery across a multicultural operating environment.

What You'll Do

• Manage and support day-to-day operations and administration of the Client Management team to ensure smooth process flow.
• Support the superior in managing day-to-day operating expenditures against operating budgets to ensure efficient usage of resources.
• Coordinate with internal and external clients to understand service complaints and issues, and escalate to relevant stakeholders.
• Recommend improvements or process enhancements to improve team productivity and cost efficiency.
• Produce and monitor regular reports and statistics on a daily, weekly, and monthly basis.
• Coordinate to ensure all client requests are processed promptly, and communicate all planned activities to all operational departments and Business Units.
• Support the HOD on personal administration matters, including arranging meetings, calendar management, onboarding, and other tasks.

Skills & Qualifications

• Degree or Diploma in any field.
• Minimum of 1 to 2 years of working experience in a similar role.
• Demonstrated strong understanding of clients' industry, business, and products.
• Basic client management skills and proven analytical and quantitative skills.
• Proficient in office productivity tools, including Excel, Word, and PowerPoint.
• Demonstrated appreciation and respect for cultural sensitivities, especially in cross-country and cross-cultural interactions.
• Fluent in the local language and ideally in English, both written and spoken.

Accurate and timely contributor and supplier payments depend on the Administration Executive, who produces end-to-end payment processing for all Editorial content through the CFS and eProcurement systems while managing contributor account setup and data integrity. Serving as the administrative backbone of the Editorial team, this role enables editors and freelancers to focus on content production by ensuring payment approvals, agreements, and reimbursements are handled correctly and on schedule.

Day-to-Day Responsibilities

• Perform administrative duties as assigned and cover during team members' absence.
• Process contributor payments for all Editorial content through the digital CFS system and facilitate completion of the approval process.
• Create and update contributor accounts by gathering required documents and information from editors and freelancers, and performing data entry into CFS.
• Respond to email inquiries from team members about administrative issues, and ensure approval on special payment rates is obtained before processing.
• File and organise signed freelance agreements and contributors' personal and payment method data.
• Process payments to Editorial suppliers and expense reimbursements to contributors through the eProcurement system, and verify staff expense claims in the eWallet system.

Requirements

• Diploma or above.
• At least 5 years of administrative experience with some payments experience.
• Computer literate, fast learner in using different computer systems.
• Good written and verbal communication skills in English.
• Well-organised, efficient, strong numeric sense, detail-oriented.
• Able to work under pressure and meet deadlines.
• A positive and can-do attitude.

As the Administration Executive, this role oversees the full cycle of online travel agent booking management within the ParcVu system, from loading and amending reservations through to reconciling monies received and supporting OTA strategy. The reservations team relies on this work to maintain accurate availability, resolve pricing and allocation queries promptly, and optimise sales performance across both OTA and direct sales channels.

Scope of Work

• Manage and reconcile all OTA bookings to ensure they are loaded, amended, and cancelled correctly within the ParcVu system.
• Manage non-automated OTA bookings by importing them into ParcVu and ensuring price changes are communicated and implemented.
• Manage sales allocations to optimise availability for OTAs and return over-capacity to the direct sales pool.
• Check OTA cancellations and ensure units are placed back on sale, and deal with all queries regarding pricing, allocations, and cancelled bookings, including OTA customer questions.
• Assist with the setup of new OTAs, compile yearly allocations, reconcile all monies received, and feed into the OTA strategy proposition.

Experience & Qualifications

• Experience working with reservation systems or similar internal systems.
• Experience with third-party suppliers.
• Strong attention to detail and accuracy when working with systems.
• Clear, confident communication skills.
• Ability to interact with peers regardless of position.
• Highly organised and able to work independently.