Jobscope
- Provide comprehensive administrative and secretarial support Department
- Arrange and coordinate meetings, conferences, and training sessions, ensuring all details regarding venue, time, and participants are communicated in advance.
- Coordinate meeting/training requirements with organizers, ensuring room reservations and banquet arrangements are in place.
- Prepare and distribute meeting minutes when needed.
- Assist the local department and overseas colleagues with travel arrangements, including booking flights, applying for visas, and arranging accommodations.
- Prepare and coordinate departmental communications and reports.
- Sort and distribute incoming mail/documents promptly.
- Ensure outgoing mail is sent out promptly via mail or courier.
- Maintain and update departmental files and records.
- Coordinate the transfer of inactive documents to long-term storage.
- Update and manage departmental SharePoint sites and websites.
- Ensure shared office equipment (e.g., printers, phones) is operational and coordinate any necessary maintenance.
- Maintain an adequate supply of stationery.
- Coordinate office maintenance (e.g., lighting, handyman, IT issues).
- Assist in creating and processing purchase orders electronically in Ariba.
- Generate quotations and purchase orders and ensure timely payment of invoices.
- Verify and submit expense claims promptly for approval.
- Prepare expense claims for designated staff members.
- Prepare work areas for new staff and coordinate induction programs.
- Train new personnel on office equipment.
- Maintain organization charts, job descriptions, and CVs for department members.
- Represent the department in relevant event committees.
- Assist in the preparation, tracking, and reconciliation of budgets.
- Support the submission and tracking of ancillary requests and in-country submissions.
- Assist managers in coordinating and preparing relevant policy documents.
- Prepare, coordinate, and maintain compliance reports.
- Assist in product defect reporting, inspection management, and regulatory affairs submissions as needed.
Requirements
- Min Diploma in Business, secretarial support or any related course of studies
- Experience in admin support is highly preferred but candidates without experience are welcome to apply as training will be provided
- Able to commit to 1 year contract and contract renewable yearly
All qualified applicants, please send in your resume to:
Tricia Celestine Goh (R1981653)
Recruit Express Pte Ltd | Company Reg. No. 199601303W | EA License Number: 99C4599
