Maternity Cover Period - September to March 2025
Job Description
- Organize documents and maintain a systematic filing system for all documentation.
- Coordinate inter-departmental meetings for the Head of Department.
- Attend weekly/monthly meetings and keep notes/records of meetings and events.
- Coordinate and compile documents for circulation to the Greens Committee before committee meetings.
- Prepare monthly payroll submissions and time-off requests in a timely manner
- Arrange all permit and license applications and/or renewals.
- Arrange internal and external events when required.
- Arrange and coordinate department functions when required.
- Liaising with vendors & suppliers to monitor goods arriving on time.
Inventory Control
- Entering data when issuing stocks and maintaining inventory levels.
- Coordinating month-end stock balance reports for Finance.
- Coordinate with workshop supervisor to ensure proper storage & stock balance.
Budget Control
- Maintain department budget balances and records.
Staff Matters
- Maintain staff attendance records and work schedules.
- Compile and compute staff overtime claims for monthly submission to HR/Finance.
- Upload staff rosters and daily attendance into the Club HR system.
- Process petty cash and medical claims.
- Maintain ground staff personnel files and update data.
- Coordinate staff transport arrangements when required.
- Any other ad-hoc duties as assigned.
Reports
- Collate weekly and monthly reports for Department meeting.
- Prepare and submit monthly information and documents on allowances & overtime for payroll processing.
Office Cleanliness and Office Equipment
- Maintain office cleanliness and ensure office equipment is in good working order.
Job Requirements
Qualifications
- Minimum primary school education
Experience
- Office administration experience
- Answering phones
- Reports
Skills & Knowledge
- Excellent communication skills with proficiency in English
- Excellent organizational skills and ability to prioritize tasks and workload to meet deadlines
- Strong multitasking skills
- Pleasant disposition with good people skills
- Good knowledge of Microsoft office software
- Ability to work with general office equipment such as a personal computer and keyboard, facsimile machines, and photocopier
- Ability to develop and maintain awareness of occupational hazards and safety precautions
- Skilled in following safety practices and recognizing hazards
