The Role (Position Objective/ Summary):
The Administrative Assistant ensures the efficient and smooth day-to-day operation of our office. The candidate is required to perform a variety of administrative support from reception to office & event administration. Duties include assisting in daily office needs, managing the office general administrative activities, provide back‐up support for co‐workers when required.
The Main Responsibilities:
Reception Support:
- Receive visitors and overseas colleagues at reception
- Handle incoming phone calls, walk-in enquiries, etc.
- Handle requests, feedback and queries from internal and external members
- Manage outgoing and incoming mails, parcels, couriers and deliveries as needed
- Organize and maintain schedules for meeting rooms, boardroom and multi-purpose areas
Security and Safety Support:
- Maintain office security; through managing visitor log program, issuance (& collection) of visitor badges
- Manage (printing, issuance & termination) of employee badge and office passes
- Familiar with fire evacuation process and guide; support as fire warden representative
- Support and part-take in Workplace Safety & Health programs (with guidance)
- Disseminate necessary travel and office security notices
General Administration Support:
- Maintains clean and tidy of reception area and ensuring office space is clean and organized
- Maintains office and pantry supplies by checking stock to determine inventory level; anticipating needed supplies; placing and verifying receipt of supplies
- Evaluate, and recommend office supplies and equipment purchases to minimize costs
- Maintains office services as required (such as managing the cleaners, office equipment and facilities maintenance companies)
- Liaise with building management on utility repairs or facilities concerns
- Provide back up support for Office Manager to provide general secretarial and administrative services as needed
- Provide support and arrangements for company events / training / onboarding / meetings and any other programs when needed
- Maintaining employee seating plan / locker as necessary and safekeeping locker / pedestal keys
- Manage business cards ordering and issuance
- Assist with new vendors on-boarding, raising of purchasing requisitions, performing goods receipts and processing of vendor invoices for accounts payable
- Back up for regional admin & office admin where needed
- Other general admin duties as assigned
What We Look for in a Candidate:
- 3 - 5 years’ of relevant administrative experience
- Proficiency in MS Office (Teams, Excel, Word and PowerPoint) and other business applications as needed
- Knowledge of office management systems and procedures
- Strong organizational skills with the ability to multi-task and prioritize work
- Mature and warm personality with strong communication (oral, written and listening) skills
- Ability to work well under limited supervision
- Desire to be proactive and create a positive experience for others
- Conflict-resolution skills a plus
