Job Purpose
Working as part of the Singapore Workplace Experience Team to provide comprehensive administrative assistance to managers and team members within nominated teams and assist in delivering a safe, collaborative and productive workplace.
The role will be responsible for a broad range of administrative tasks e.g. the handling and direction of queries, maintenance of records, acting as the first point of contact for the team, coordination of projects and activities as well as day to day office management duties ensuring the efficient and effective operation of the facilities, managing suppliers and stakeholders and ensuring the highest standards of service (internal and external customers).
Key Responsibilities and Accountabilities
- Provide comprehensive administrative and operational assistance to teams using discretion to identify and resolve first line issues, referring to supervisor/manager for assistance as necessary.
- Organise key team meetings including coordination and distribution of agendas, supporting documents, production and distribution of minutes, and follow-up on outstanding actions.
- Assess the range and volume of work to be undertaken for the day or days ahead and plan to ensure work is completed to time and to an appropriate standard.
- Make routine arrangements and bookings, according to clearly defined instructions, and provide diary management, travel bookings and expense claim assistance to team member to help ensure that they use their time effectively.
- Maintain, efficiently operate and improve a range of office processes and administrative systems (including filing) to ensure the smooth running of the team.
- Prepare documents, presentations and other materials to a clear brief, using established formats and standard software.
- Follow set ordering procedures to ensure adequate low value supplies/resources are available to meet office/work unit requirements.
- Responsible for coordinating team IT requests, user administration, systems access and record keeping. Working with the lead asset manager to ensure those who are joining, moving or leaving the department are equipped appropriately with the right IT.
- Efficient and effective management of tasks relating to office facilities and services
- Comparing costs for required goods and services and finding suitable contractors
- Key point of contact for facilities related health and safety matters
- Reception, maintenance, mail, and archiving services to the business
- Conduct on site induction training and properly welcome section for new joiners and arrange leaver exist logistic / handover
- Work proactively to develop and improve the facilities on site
Knowledge, Skills, Training & Experience
Essential
- Experience of providing administration assistance in at least one organisation.
- Organised with ability to prioritise own workload effectively, to coordinate activities and conflicting demands to ensure that tight deadlines are met.
- Effective communication skills with the ability to work well with range of people at all levels.
- Ability to research, gather, analyse, collate and present information as required.
- Proficient computer skills with strong experience of office software packages (i.e. Word, Excel and PowerPoint.).
- Ability to use own initiative with minimal supervision and deal with routine queries as they arise, escalating to others as necessary.
- Strong attention to detail.
Desirable
- Media sector experience.
- Relevant business administration qualification.
Job Impact
Decision making
- Typically directed by a combination of management, guidelines, processes and precedent.
- Generally, work to short term deadlines. Arrange tasks within a daily routine.
Role holder will perform a range of tasks as part of a specific service or service team and providing or contributing to the provision of support services to an agreed quality standard or specification. There will be minimum day to day supervision but clear guidance. The roles require an understanding of the allocated workload but also an ability to react to changing priorities. Initiative is needed to handle processes and casework and to resolve problems and queries based on experience and judgment. The roles require a good working knowledge of systems and processes and may involve responsibility for a specific area of work from start to finish. This means there will be responsibility for completing tasks within the agreed schedule and for resolving any problems or queries although the more complex issues will be referred to others.
Scope
- Financial. Role/team dependent.
- Employees. n/a
