- Positively represent the company in all interactions and promote a positive impression to customers and visitors. To attend to all guests and visitors' enquiries at the reception counter.
- To attend to all incoming or outgoing calls appropriately and courteously: handling basic enquiries, transfer of phone calls and taking messages for related staff.
- Liaise with vendors and suppliers for office management/services (including couriers’ arrangement)
- Manage the office’s expenses and equipment (e.g. stationery supplies, cleaning)
- Supervise the housekeeping activities to ensure overall safety, security and cleanliness of corporate office
- Administrative duties such as data entry, photocopying and filing of documents etc
- Maintain and update seating charts and employee contact information lists
- Liaise with building management and relevant vendors on mechanical and electrical faults
- Act as point of contact for building management
- Support onboarding and offboarding logistic (welcome pack, building or door access card etc.)
- Ensure continuous maintenance contracts for services for the office
- Analyze, direct, and report on all cost containment opportunities related to support services (invoicing, mail, supply/furniture ordering, space allocations, facility management, etc.)
- Management of meeting rooms: to ensure the environment of all meeting rooms are clean and tidy and to supply the meeting resources on time.
- Management of goods received: to take record and distribute all delivered goods from supplier through proper checking.
- Management on Reception area: to ensure the environment is clean and all reading materials (newspaper, magazines etc.) are kept neatly and tidily.
- To submit all payment requests to Finance department on a timely basis for courier service, utility charges etc.
- Asset management: to manage the borrowing of projectors and terminals and ensure all assets are always in good condition.
- Prepare and generate administrative reports.
- Responsible for the distribution of company’s appreciation gifts, token and goodies for any function organized by the company.
- Ordering flowers for employees (hospitalization, maternity)
- Provide general office support to staff in the office
- To provide EA support to the VP, Product
- To undertake special assignments, ad-hoc functions and related duties as and when required.
Requirements:
- Minimum 3 years of working experience in similar capacity. Experience in clerical and administrative capacity will be an added advantage, preferably as an office admin
- Candidates with prior experience in office move is preferred
- Proficient in MS Office especially Excel, Word and PowerPoint
- Possesses a positive attitude and ability to work independently
- Strong multi-tasking, prioritization skills and work well under pressure
- Good negotiating skills
- A great team player
- Ability to work in a fast pace environment
- Friendly, approachable, able to communicate and interact effectively with all levels of staff
- Initiative, willing to learn and able to work independent under minimum supervision.
