Admin Executive

Position Overview

We are seeking a junior with experience of 1 - 3 years with administrative works. A proactive and detail-oriented Travel Coordinator to support the organisation’s end-to-end travel arrangements. The role works closely with the Executive Assistant and supports employees across all departments to ensure smooth, cost-effective, and well-coordinated travel experiences.

The Travel Coordinator will manage bookings, travel documentation, itineraries, vendor coordination, and provide real-time support for changes or disruptions. Strong organisation and communication skills are essential.

Key Responsibilities:

1. Travel Planning & Booking

• Arrange domestic and international travel for employees, including flights,

accommodation, ground transport, visas, and insurance.

• Ensure all bookings comply with the company’s travel policies, budget, and

approval workflows.

• Research the best travel options in terms of cost, timing, and convenience.

• Prepare consolidated travel itineraries and ensure accuracy of details.

2. Coordination & Communication

• Liaise with employees to collect travel requirements and preferences.

• Work closely with the EA to align travel plans with business schedules and executive

commitments.

• Provide timely updates to travelers on booking confirmations, changes, and

requirements.

3. Travel Compliance & Documentation

• Assist employees with visa applications, passport validity checks, and regulatory

travel documents.

• Ensure compliance with internal travel policies and maintain proper approvals.

• Manage travel insurance policies and claims processes.

4. Vendor & Partner Management

• Coordinate with travel agencies, airline partners, hotels, and transport providers.

• Negotiate rates where applicable to ensure cost efficiency.

• Maintain a database of preferred vendors and track service quality.

5. Travel Support & Issue Resolution

• Provide real-time support for changes, cancellations, delays, and disruptions.

• Rebook or reroute travel as required with minimal downtime for the traveler.

• Act as the point-of-contact for travel-related emergencies.

6. Reporting , Administration and Data Management

• Maintain travel records, expense summaries, and booking logs.

• Track travel spend and prepare monthly reports for the EA and management.

• Monitor travel budgets and highlight cost-saving opportunities.

• Uploading and Tallying all travel booking confirmations on Aspire App.

7. Assist the EA with administrative and scheduling tasks when required.

• Assist the EA with general admin tasks and scheduling when needed

• Handle office administration duties including managing the Singapore office lease,

vendor coordination, procurement and basic facilities support.

Key Requirements:

• A junior with 1-3 years of experience

· Diploma in Business Administration, Hospitality, or related field.

· Prior experience in travel coordination, corporate travel, or administrative support preferred.

· Strong organisation and multi-tasking skills with high attention to detail.

· Excellent communication and customer service skills.

· Ability to work under pressure, handle last-minute changes, and respond quickly to urgent matters.

· Proficiency in Microsoft Office Suite and data management platforms

· Service-oriented, reliable, and able to maintain confidentiality.

Competencies:

· High level of professionalism and discretion

· Strong problem-solving skills

· Time management and prioritization

· Adaptability and resourcefulness

· Team player with a collaborative attitude