This role serves as not only as a first point of contact for all visitors to the HQ office, but also as a Personal Assistant to the General Manager. The individual will also be required to assist the functional departments in some general duties as and when required.
Responsibilities:
- Office Admin Support which includes –
- Welcomes visitors at the reception area, directing them to team members accordingly
- Ensures that the reception area is kept neat and tidy always
- Filters incoming calls, and transfers to intended team members appropriately
- Collects and sorts the mail received, distributing them to team members daily
- Maintains the office stationery inventory and pantry refreshments
- Name Card ordering for team members
- Provision of Office Facilities Support which includes managing of office cleaner to maintain office cleanliness, Air-Con Maintenance, Pest Control, Communication with Office Building management, coordination of Fire Drills, etc.
- Review of Administration Policies such as Leisure Program, etc.
- Providing Logistical Support to Company run Events, Operations Meetings, Internal Trainings, social activities such as Friday Fitness, Fruits Day, Marathons, D&D etc.
- Office Move
- Personal Assistant Support which includes:
- Arranging for Senior Management’s flight booking, hotel and visa logistics
- Minutes taking and report collations on a weekly basis
- Calendar Management for General Manager
- Any other ad-hoc projects as assigned by General Manager
- Data Analyst Support
- Assist in populating and transforming data from various sources with advanced Excel Skills
- Maintain databases to allow efficient and accurate data extraction for further analyses
- Generate and update regular PowerBI reports for stakeholders
- Operations Admin Support
- Prepare monthly manager meeting slides
- Manage operations suppliers performance and contracts
- Assist Board Meeting slides preparations
- Purchase of outlets assets
- Other ad-hoc duties as assigned
Requirements:
- Minimum Diploma in any field
- At least 3 years relevant experience preferably in office administration and facilities management and/ or HR
- Positive working attitude with high initiative and self-motivation mindset
- Proficient in MS Office applications
- Able to communicate and write in Chinese to liaise with vendors and colleagues in Taiwan & Hong Kong
