Corporate Services Specialist

Job Summary

The Corporate Services Specialist provides high-level administrative support to multiple executives, ensuring seamless coordination of schedules, communications, operational, and administrative tasks. A key function of this role includes managing corporate travel arrangements across the organization and acting as liaison with Corporate Admin Services on behalf of the business unit.

Duties and Responsibilities

Key Responsibility 1: Executive Support

·       Proactively manage calendars for the Chief Finance Officer, Head of Quality Assurance, and Head of Human Resources, ensuring optimal time allocation for meetings, strategic planning, and other commitments. Anticipate scheduling conflicts and resolve them promptly.

·       Support the preparation and review of documents and materials as necessary.

·       Handle sensitive information with the highest level of discretion, maintaining compliance with company policies and data privacy regulations.

·       Organize and maintain both digital and physical filing systems for easy retrieval and secure storage.

 

Key Responsibility 2: Communication & Coordination

·       Act as the primary communication bridge between executives and internal teams, as well as external partners, ensuring timely and accurate information flow.

·       Serve as the first point of contact for inquiries, resolving issues or escalating them appropriately to maintain executive availability.

·       Help draft and manage communications to ensure they are clear, appropriate, and aligned with general guidelines.

·       Maintain a structured system for tracking deliverables, deadlines, and follow-ups, providing regular status updates to executives.

 

Key Responsibility 3: Administrative Operations 

·       Oversee daily office operations, including workspace organization, equipment maintenance, and vendor coordination, to ensure a productive environment.

·       Monitor office and administrative supplies inventory levels and process requests as necessary.

·       Assist in planning department activities and meetings, including venue booking, food arrangements, and logistics, ensuring seamless execution.

 

Key Responsibility 4: Travel Management

·       Arrange domestic and international travel for executives and staff, including flights, accommodations, and ground transportation.

·       Secure competitive corporate rates with travel agencies, airlines, and hotels to maximize cost efficiency.

·       Provide real-time assistance for travel changes, cancellations, or emergencies, ensuring minimal disruption to schedules.

·       Manage land travel coordination via Grab® and/or authorized transportation vendor

·       Ensure all travel arrangements adhere to company policies and budget guidelines; prepare itineraries, visa applications, and expense reports accurately and on time.

 

Technical Competencies and Skills

administrative support

Education, Trainings and Licenses Required

Bachelor's Degree