Position / Department
Administrative Executive, Shared & Corporate Services
Job Purpose
As an Administrative Executive, the person shall assist in administrative support for the Shared & Corporate Services.
He/She shall support and work closely with the Administration Manager to help ensure the smooth operations of the FSC and in general administration.
Job Description
Maintenance and Safety of Facilities
· Assist in ensuring the smooth operation of the centre's facilities and equipment.
· Engage and collaborate with teams/colleagues/external agencies to enable the good maintenance of facilities and equipment.
· Monitor and manage the efficient use and disbursement of materials, equipment, and resources of the centre, e.g., stationery, toiletries, etc.
· Identify areas of improvement and proactively make necessary and timely modifications/changes.
· Support in maintaining and upkeeping office cleanliness, including the repairs and fixtures of the facilities.
· Support the Admin Manager in the coordination and supervising of office cleaners.
· Vendors management, e.g., servicing and maintenance of facilities and equipment.
Procurement and Vendors’ Management
· Support in the purchase of materials, equipment, and services necessary for the smooth operation of the centre.
· Ensure the proper recording, filing, and tracking of service contracts, equipment, license renewals, etc.
Finance
· Payment and claims submission (Shared & Corporate Services): liaison with vendors and internal staff for payments with supporting documents before e-submission.
Others:
· HR: Support in staff onboarding/exit – issuing/return of laptops and other IT assets, office keys, locker space, etc.
· Meetings/Training: room booking and set-up, refreshments, etc.
· Any other duties as assigned.
Requirements
· Minimum 2 years experience as an Admin Executive or similar administrative role
· Proficiency in office applications (e.g., MS Word, MS Excel, MS PowerPoint)
· Equipped with basic IT competencies and user support.
· Strong organisational and time management skills
· Resourceful person with strong initiative skills
· Highly adaptable with the ability to cope with competing demands and changes.
· Strong communication abilities (verbal and written), and comfortable engaging with different stakeholders.
· Meticulous, i.e., attention to detail, and problem-solving skills
· Can multitask and prioritise daily workload.
· A team player with a proactive approach to work and a positive attitude
