Administrative Specialist - Front Office, Travel & Executive Support

Job Req Number:  109822
Time Type: Full Time

Front Office, Travel & Executive Support Specialist

Position Summary

The Front Office, Travel & Executive Support Specialist is responsible for managing front desk operations, corporate travel coordination, expatriate documentation support, visitor and event logistics, onboarding administration, and building compliance processes.

This role ensures professional front-facing service, efficient travel and documentation management, and smooth daily office operations. The position also provides executive administrative support to the Managing Director (approximately 10% of the overall role), while maintaining primary focus on front office and travel functions.

Key Responsibilities

1. Front Office & Reception Management

• Manage daily front desk operations and serve as the primary point of contact for visitors, guests, couriers, and lobby-related requests.
• Maintain visitor logs, issue visitor badges, and coordinate access requirements.
• Prepare welcome notes and arrange hospitality set up for guests.
• Receive, log, route, and track incoming documents, letters, and courier packages and ensure proper distribution.
• Assist departments with certificate printing and document preparation.
• Coordinate and relay lobby-related requests to the appropriate teams.

2. Executive Assistance to the Managing Director

Provide administrative and coordination support to ensure effective executive operations.

• Act as the single point of contact for all documents requiring the Managing Director’s signature by monitoring availability (office location and out-of-office schedules), coordinating document routing (e.g., contracts, bank documents, training certificates), reviewing for completeness and accuracy, and ensuring proper tracking and filing of signed documents.

• Assist in visa application / other immigration matters that arise on an ad-hoc basis
• Organize and coordinate internal and external meetings, including booking venues, transportation, etc.
• Prepare and consolidate presentation decks, reports, and briefing materials for leadership and stakeholder meetings.
• Draft announcements, official communications, and executive correspondence as required.
• Prepare meeting agendas and document key action items when necessary.
• Liaise with department heads to consolidate required reports and updates.
• Maintain strict confidentiality of executive records, correspondence, and sensitive information

3. Travel Desk Management

• Prepare visa requirement checklists and process visa applications, including online submissions and appointment scheduling.
• Prepare and coordinate travel documentation (Guarantee Letters, flight itineraries, hotel bookings, travel insurance).
• Book flights, accommodations, and transportation.
• Provide travel guidelines and advisory support to employees.
• Monitor travel logs and flight status (delays or cancellations) and coordinate changes with travel agencies as necessary.

4. Expatriate & Work Authorization Support

• Provide documentation assistance for Alien Employment Permit (AEP) processing.
• Coordinate visa and work authorization documentary requirements for expatriates.
• Ensure completeness and accuracy of forms prior to submission.

5. Visitor & Corporate Event Coordination

• Arrange hotel bookings, airport transfers, and transportation for guests.
• Coordinate meeting room reservations and event logistics.
• Support company activities and events requiring building coordination.

6. Onboarding, ID & Access Management

• Support new hire onboarding and induction activities.
• Manage ID processing, including photo-taking, printing, and activating access credentials
• Process building access card applications, submissions, activation, and release.
• Ensure timely endorsement, activation, and release of access credentials
• Manage locker and pedestal allocation.

7. Training, Meetings & Facilities Support

• Coordinate meeting room bookings and setup.
• Arrange refreshments for meetings and training sessions.
• Coordinate equipment and technical requirements with RITS.

8. Payment & Finance Coordination

• Receive and review vendor invoices for accuracy and completeness.
• Route invoices and supporting documents to appropriate departments.
• Ensure proper documentation prior to submission for payment processing.

9. Building Administration & Compliance

• Process gate pass applications for deliveries and pull-outs.
• Process work permit applications and other building-related documentation, including ABPEA requirements when applicable.
• Liaise with building administration regarding access and compliance matters.
• Coordinate compliance requirements and ensure cost recovery from requestors when applicable.

Qualifications

• Bachelor’s degree in Business Administration or a related field.
• 3–5 years of experience in front office, travel desk, administrative, or executive support roles.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• High level of discretion and confidentiality.
• Detail-oriented with strong coordination and follow-through abilities.
• Experience supporting senior leadership is an advantage.
• Willing to work onsite, five (5) days per week.

DSV – Global transport and logistics

Working at DSV means playing in a different league.

As a global leader in transport and logistics, we have been on an extraordinary journey of growth. Let’s grow together as we continue to innovate, digitalise and build on our achievements.

With close to 150,000 colleagues in over 90 countries, we work every day to offer solid services and meet our customers’ needs and help them achieve their goals. We know that the best way to achieve this is by bringing in new talent, fresh perspectives and ambitious individuals like you. 

At DSV, performance is in our DNA. We don’t just work – we aim to shape the future of logistics. This ambition fuels a dynamic environment built on collaboration with world-class team players, accountability and action. We value inclusivity, embrace different cultures and respect the dignity and rights of every individual. If you want to make an impact, be trusted by customers and grow your career in a forward-thinking company – this is the place to be.

Start here. Go anywhere

Visit dsv.com and follow us on LinkedIn and Facebook.

Apply now