1. Office and Administration
- Manage all general office matters.
- First contact answering incoming office calls, screening and re-directing phone calls.
- Greets visitors and directs them to appropriate people/meeting room.
- Organize outgoing mail, courier services and business cards.
- Ordering/purchasing office and pantry supplies for Sales office.
- Managing service providers – Cleaning company
- Update of notice board at Sales office as required.
- Collection and distribution of incoming mails.
- Circulate correspondence from landlord/travel agent to appropriate people.
- Support the Customer Service team in all aspects of administration – filing and record keeping.
- Assists with office errands and overseas departments with local errands when required.
2. Facilities Management (Sales office)
- Keeps a record of all utilities maintenance contracts and arranges for renewal upon expiry; sources and compares the market rate, provides quotations for review and approval.
- Attends to the annual renewal of mandatory facilities licenses in a timely manner.
- Attends briefing sessions organized by landlord relating to building. upgrades/renovation projects.
- Coordinates participation in the Fire Drill organized by the landlord and Singapore Civil Defense Force.
- Maintains office/pantry utilities and organizes service/repair when required.
3. HSE (Health, Safety and Environment) – Site Coordinator for Sales office
- Assist in the implementation and management of all HSE policies.
- Management of visitor policy.
- Monthly HSE report; Quarterly housekeeping inspection.
- HSE audit and meeting.
- Management of the Security system.
4. Marketing Support
- Supports the APAC Marketing department in all aspects of commercial administration and activities
- Collaborate with Marketing Team to deliver marketing campaigns, including digital initiatives and internal communications
- Assist with the planning and execution of marketing events including physician education programs, conferences, symposia, and internal facing events. Responsibilities include but are not limited to:
- Travel, hotel and venue reservations
- Event coordination and on-site support, if required
- Attendee communication and preparing related materials
- Contact with partner vendors and suppliers
- Speaker contract preparation
- Event administration, invoicing and payments
- Maintains administration of budgets and expenses for the APAC region
- Manages timeline and schedules for projects, collaborate with internal stakeholders to ensure timely execution
- Coordinate production and distribution of marketing collaterals for APAC region
- Assist with other ad-hoc projects as required.
- Proactively identifies new opportunities to enhance marketing efforts and improve operational efficiency
- Duties assigned by the Office Manager.
- Undergo all formal Training Events as may be Directed from time-to-time.
- Observe and Comply with all Sirtex Corporate Policies.
- Work within, and ensure adherence to Quality System procedures, work instructions and other Quality System requirements.
- Work within, and ensure adherence to Health, Safety and Environment Management System procedures, instructions and other requirements.
