Centre:
Foundation Of Rotary Clubs (Singapore) Ltd - Family Service Centre
Location: West
We are a caring and vibrant agency that values diversity in opinions, advocates family-oriented practices and nurtures our employees to grow personally and professionally.
Job Specifications:
1. Possesses a minimum GCE ‘O’ Level qualification or equivalent.
2. Preferably with knowledge and skills in administrative work.
3. Has at least 1 year of reception/customer service/facility management experience preferred.
4. Exhibits maturity, sincerity, and passion to work with individuals and families who are facing challenges.
5. A good team player with a positive attitude as well as a caring and compassionate individual.
6. Possesses a strong sense of integrity in working in the best interests of the agency and its clients.
Key Responsibilities:
(a) Support Corporate Service Department
1. Assist and support the Corporate Service Manager in administering the corporate service functions of the Centre.
(b) General Reception and Office Administration Duties
1. Provide front desk reception duties such as greeting and attending to visitors/clients, attending to phone calls, emails, letters, including photocopies and scanning documents as well as providing accurate and relevant information.
2. Maintain and update the Centre’s notice boards.
3. Maintain and update all collaterals displayed at the reception counter and counselling rooms.
4. Conduct general office administration, including purchasing office stationery and pantry items, replenishing postage stamps, and maintaining and checking stock levels.
5. Maintain and replenish materials for staff area/activity rooms/meeting rooms/counselling rooms/pantries/washrooms/other common areas.
6. Retrieve closed casefiles when requested by staff.
7. Mail office documents and letters.
8. Manage the Centre’s enquiry email and other mailers.
9. Print certificates and other documents as requested by staff.
10. Order and replenish name cards and rubber stamps for staff.
11. Update staff leave and trainings/activities in the staff shared calendar.
12. Maintain housekeeping of shared drives and maintain filing system requests and listings.
13. Set up venues, both internal and external and refreshments for meeting/events/activities including MC meetings/planning retreats/activities.
14. Assist in maintaining and reviewing SOPs pertaining to General Reception and Office Administration.
(c) Administration of Facilities Management
1. Oversee the full spectrum of office maintenance facilities for the Centre, i.e. hospitality and cleanliness of the Centre, phone system, aircon maintenance, fire alarm, door alarm system, lighting/plumbing/switches, keys management system, mobile phones, office equipment, CCTV and pest control etc.
2. Monitor cleanliness and hygiene of Centre and provide guidance to cleaning vendor, on daily basis.
3. Oversee the maintenance and upkeep of facilities and office equipment and ensure facilities and offices are well-maintained.
4. Manage the office CCTV and the video recording system in the counseling rooms.
5. Update and maintain the fixed assets listing.
6. Perform weekly routine checks and inspections on facilities and follow up with repair and replacement works.
7. Coordinate and liaise with vendors for renewal of contracts.
8. Attend to emergency breakdown of facilities and provide solutions to restore the operation. In-charge of donation-in-kind matters and prepare thank you letters to donors.
9. Coordinate and manage donation-in-kind and food ration items and ensure that the items are well-maintained, properly stored accounted for in the storage rooms and for food ration, the expiration dates monitored regularly.
10. Assist in maintaining and reviewing SOPs pertaining to facilities management.
11. Respond to staff on queries pertaining to facilities management and advise on the procedures according to Facilities Management SOPs.
(d) Coordination of Activities and Initiatives of Staff Working Committee(s)
1. Support, plan, develop, implement and evaluate activities and initiatives under the assigned staff committee(s).
Applicants are to submit their resumes to Ms Celine Thoo, Senior Corporate Service Manager at [email protected]. All applications will be treated with the strictest confidence.
Note: Cessation of Collection of Full NRIC Numbers - In compliance with PDPA, FRCS FSC will cease to collect or use full NRIC numbers during its job application process. Kindly ensure your resume, documents and certificates provided to us do not contain your full NRIC number.
Only short-listed candidates will be contacted for an interview.
