We are looking for an enthusiastic individual to join our team. As an Office Administrator, you will be responsible to ensure smooth office operations, maintain a pleasant working environment and provide excellent customer service to both internal and external clients. This role will also support a group of senior leaders based in the Singapore office, including calendar management and travel arrangement etc.
Office administration
- Oversee and manage daily office operations and procedures.
- Raise Purchase Requisitions (PRs ), invoice payments.
- Manage office facilities, furniture & equipment, and maintenance.
- To source, co-ordinate and negotiate with all contractors/vendors in regard to office renovation, office equipment, supplies, stationery, furniture, printing name cards and for general office maintenance.
- Maintain an organized and updated record of preferred supplier/vendors information and agreement.
- Act as liaison between group and building management as well as office services vendors.
- Supervise the document management and retention.
- Responsible of office administrative project and work as and when required.
- Control and ensure the inventory level of office stationeries and pantry refreshment supplies.
- Be the primary point of contact with the building management related to any office issues and maintenance.
- To assist in employee engagement and CSR activities/events, and support client’s meeting
- To assist in developing and implementing office administration policies and practices
- Support on-boarding and off-boarding of employees/contractors (e.g. office access pass, IT assets deployment/collection (sim card, laptop etc).
- Other duties or projects may be assigned from time to time.
Secretarial Support:
- This role is responsible to support a department and/or executives with all administrative, organizational and operational matters.
- Performs, independently, the full range of secretarial tasks (screen incoming and outgoing mail, calendar management, plan meetings, video/conference conferences, travel arrangements and related expenses.
- Collaborate with other team members to organize various corporate events. Manage and maintain executives' schedules, appointments, and travel arrangements.
- Meet and greet all customers/partners at all levels of seniority.
- Prioritize and respond to urgent matters and maintain professional communication standards.
- Handle sensitive and confidential information with the utmost professionalism and discretion.
- Communication management (distribution lists, announcements, Microsoft Teams).
- Managing sales systems access, user account creation/deletion for sales team.
- Takes initiative and identifies problems in actual way of working, formulates alternatives and recommendations; develops and introduces new supporting sub-processes and improves existing processes.
- Other duties or projects may be assigned from time to time by the Human Resources Manager
SKILLS & EXPERIENCE
- Diploma in Administration with minimum 5 years of relevant working experience,
- Excellent administrative skills
- Organized, detail-minded and strong sense of responsibility.
- Keep proper level of confidentiality.
- Mature, proactive, and a good team player
- Builds trusted relationships among internal stakeholders.
- Creates a positive and engaging environment within colleagues
- Proficient in MSOffice365
- Strong in both Oral and written English communication skills are essential.
