We are seeking a candidate for the Office and Administrative Coordinator position with the following qualifications:
- A Bachelor’s degree in Business Administration, Information Technology, or a related field.
- A minimum of 5 years of experience in office administration or IT management.
- Proficiency in office software and strong IT skills, with knowledge of IT infrastructure and security.
- Demonstrated organizational, multitasking, and problem-solving abilities.
- Experience in travel and event coordination, as well as vendor relationship management.
- Strong communication, interpersonal, leadership, and management skills.
- Ability to work independently and manage a range of administrative and IT tasks.
- Knowledge of health and safety regulations, experience in managing inventory and office supplies, and flexibility to take on additional responsibilities.
Office Management:
- Oversee daily office operations for efficiency.
- Manage inventory and order office supplies.
- Coordinate maintenance and repairs for office equipment and facilities.
- Organize office layout and seating for new employees.
- Support the planning of company events, meetings, and conferences.
- Handle incoming and outgoing correspondence.
- Ensure compliance with health and safety regulations.
- Maintain office cleanliness and a professional atmosphere.
- Check and open the company letterbox daily.
- Renew monthly season parking for the office.
- Maintain the telephone directory and employee contact list.
- Arrange courier services.
- Manage pantry supplies, stationery, and birthday cakes.
- Send employee birthday messages.
Administrative Support:
- Provide administrative support to the Managing Director.
- Handle employee visa applications and prepare invitation letters for visiting colleagues.
- Prepare and edit documents, reports, and presentations.
- Coordinate travel arrangements and itineraries for employees.
- Manage travel and hotel bookings.
- Arrange lunch for monthly management meetings.
- Register new joiners' thumbprints and deactivate leavers.
- Manage vendor relationships and the office vendor/supplier list.
- Requisition name cards.
- Maintain office service contracts (e.g., broadband, mobile lines, lease).
- Source and book training/event locations.
IT Management:
- Oversee IT infrastructure to ensure optimal performance and security.
- Support the installation, configuration, and maintenance of hardware and software.
- Troubleshoot and resolve IT-related issues, providing technical support to employees.
- Coordinate with external IT service providers and vendors.
- Assist with IT setup during quarterly town halls.
- Assist with new laptop setups for new employees and software removal from old laptops.
- Set up new joiner telephone lines and business mobile contracts.
We regret only shortlisted candidates will be contacted. All applications will be handled confidentially. By submitting your application, you agree to the collection, use, retention, and disclosure of your personal information to prospective employers.
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TEY WEI JIAN | EA Registration No. R24120855
