Immediate Hire
1 year renewal contract
Location in town
about the company
A financial industry client is looking for a capable office admin to join their team. The Office Administrator will be important in ensuring the efficient operation of the office while providing high-quality secretarial support to the Chief Operating Officer (COO). This role encompasses a wide range of responsibilities, including overseeing daily office functions, managing facilities, and offering comprehensive secretariat support. The ideal candidate will excel in a busy environment, demonstrate exceptional organizational skills, and manage multiple tasks with precision.
about the role
Role & Responsibilities:
Your Primary Responsibilities for Office Administration:
- Attending to visitors to the office premise
- Oversee day-to-day office operations, including managing office supplies, equipment, and facilities
- Procurement of office and pantry supplies
- Coordinate office maintenance and repairs as needed
- Manage office vendors and service providers
- Maintain office filing systems and ensure all office policies and procedures are up to date
- Ensure the upkeep of the office and meeting rooms to be a clean, safe and pleasant working environment for our employees and guests
- Handle incoming and outgoing mail and packages
- Supervise the Pantry Person
- Support the administrative aspects of onboarding and offboarding of employees, including provision and return of security cards, keys and equipments etc.
Facilities Management:
- Serve as the primary point of contact for building management and maintenance staff including pest control, aircon maintenance and repairs of office equipments
- Coordinate office moves, renovations, and equipment installations
- Ensure the office is clean, safe, and well-maintained at all time
- Monitor and manage office security systems and protocols
- Issuance and collection of office access passes and building passes
- Manage the issuance and collection of office access pass and drawer keys
Your Secondary Responsibilities will be a Secretariat Support for COO:
- Manage the COO's calendar and schedule appointments and meetings
- Prepare meeting agendas, presentations, and other materials as needed
- Handle travel arrangements and accommodations for the COO
- Assist with any other administrative or coordinative tasks assigned by the COO
b) Interview Arrangements:
- Coordinate interview schedules, confirmations, and logistics for prospective candidates
- Liaise with recruiters and hiring managers to ensure a smooth interview process
- Prepare interview rooms for candidates
Skills and experience
To qualify for this role client is looking for
- Diploma in Business or related field, or office management professional certificate.
- Minimum of 5 years of experience in office administration and facilities management
- Experience in managing a small office and providing some secretariat support to a senior executive in similar capacity as an office administrator would be an added advantage Strong organizational and time management skills
- Excellent communication and interpersonal skills
- Proficiency in Microsoft Office applications
- Ability to work independently and prioritize tasks effectively
To apply online, please click on the appropriate link.
EA: 94C3609 / R1110392
