Admin and Office Senior Executive

Esker is a worldwide leader in AI-driven process automation software, helping financial and customer service departments digitally transform their source-to-pay (S2P) and order-to-cash (O2C) cycle. Companies use our cloud-based solutions to drive greater efficiency, accuracy, visibility and cost savings throughout their S2P and O2C processes.

POSITION : Admin & Office Senior Executive

Role Overview:

We are looking for a Admin & Office Senior Executive to oversee our operational office infrastructure. You will standardize processes, manage high-value lease agreements, and ensure all satellite offices are maintained to high standards. This role requires managing diverse vendors and cultural nuances across multiple markets. The Admin & Office Senior Executive will lead the administrative and operational functions with a dual focus on Strategic Property Management. This role is responsible for the full lifecycle of office leases, the standardization of hub operations, and the coordination of IT infrastructure to ensure a world-class regional workspace.

Job Scope / Responsibilities:

1. Office Lease Management

• Lease Lifecycle Management: Manage the end-to-end process for offices in Singapore and Malaysia leases, including site sourcing, negotiation of commercial terms, renewals, and surrender of premises.

• Landlord & Stakeholder Relations: Act as the primary liaison with building management and landlords to resolve tenancy issues and ensure favourable service level agreements (SLAs).

• Fit-out & Renovation: Lead office expansion or renovation projects for the offices, managing contractors and timelines to minimize business disruption.

2. IT & Network Infrastructure Coordination

• Technical Knowledge & Liaison: Possess knowledge of network infrastructure, server room security, and Wi-Fi connectivity requirements, while collaborating with Corporate IT to ensure operational offices maintain a stable and reliable IT environment.

• AV & Smart Office Setup: Manage the maintenance of high-spec meeting room technology and video conferencing systems essential.

• IT Asset Inventory Management: Maintain and monitor the inventory of IT assets, including laptops, peripherals, and accessories, ensuring proper allocation, tracking, maintenance, and timely replacement.

3. Operational Office & Back-Office Administration

• Facility & Governance: Ensure 100% compliance with local statutory requirements, including fire safety, business licensing, and health & safety regulations.

• Budget Integrity: Consolidate and monitor the administrative budget, focusing on cost-saving through regional procurement and utility management.

• Travel & Accommodation Support: Oversee executive logistics, meeting location coordination, regional travel and accommodation management where applicable.

4. Pantry & Workplace Amenities

• Provisioning & FIFO: Standardize pantry SOPs, including inventory tracking and replenishment, strict hygiene protocols to maintain a premium employee experience.

• Vendor Strategy: Consolidate vendor contracts for cleaning, catering, and consumables to leverage volume discounts.

5. Ad Hoc Tasks & Operational Support

• Handle ad hoc administrative and operational tasks as assigned.

Requirements & Skills:

• Experience: 3-5 years in Admin/Operations Management

• Industry Knowledge: Strong familiarity with the local property market and local government licensing processes of the offices.

• Technical Literacy: Basic understanding of IT infrastructure (Cabling, UPS, ISP coordination).

• Languages: Native/Professional fluency in English. French or any other additional language will be an added advantage.