Key Objective
To provide comprehensive support for office operations and employees, ensuring the workplace is always in optimal condition, employees can work efficiently, and travel arrangements are seamlessly managed.
Primary Responsibilities
Administrative and Clerical Support
- Oversee day-to-day clerical tasks and administrative duties, such as scheduling meetings, managing office equipment, ordering supplies and stationeries, and coordinating services like carpet cleaning and pest control.
Travel Management
- Handle all travel-related arrangements, including flights, accommodations, visas, and transport within Singapore.
- Monitor and manage the travel approval process and coordinate with travelers regarding monthly travel invoices.
- Serve as a backup for travel arrangements for other regions and the Leadership Team in the absence of the Executive Assistant or HK Administrator.
- Maintain and update corporate rates for hotels on an annual basis.
Office and Facility Oversight
- Manage facility vendors, including cleaning and catering services, ensuring a well-maintained office environment.
- Oversee vendor contracts and conduct negotiations to ensure cost-effective solutions.
Invoicing and Payments
- Ensure timely processing of purchase orders via SAP, and actively monitor the payment of monthly invoices.
General Administration
- Greet visitors professionally and manage reception duties as needed.
- Handle incoming and outgoing correspondence, including couriers and letters.
- Ensure adherence to all company SOPs and protocols.
- Provide backup support for managing leave records during the absence of the HK Administrator.
- Coordinate passes for new hires and guests with GAP admin.
- Collaborate with the guardhouse to facilitate visitor access.
- Announce office closures for public holidays as applicable.
- Maintain the Global Office Management (GOM) employee contact list.
- Organize and lead company events.
- Support additional tasks as needed to meet department and company goals.
- Assist the Global HR Team with ad hoc tasks.
Company Transportation
- Manage employee transportation arrangements.
Onboarding New Employees
- Allocate workstations and provide necessary supplies and equipment to new employees.
Core Skills and Competencies
- Strong multitasking abilities in a fast-paced environment.
- Adaptable, agile, and versatile.
- Critical thinking with strong analytical skills.
- Detail-oriented and highly meticulous.
- Proactive and innovative.
- Team player with excellent project management skills.
- Strong communication and interpersonal abilities.
- Resilient and open to change.
- Knowledgeable about health and safety regulations.
Qualifications and Experience
- A degree in Business Management or a related field.
- At least 10 years of experience in office administration and management.
- Extensive experience in managing global travel arrangements.
- Previous experience as an Executive Assistant or Personal Assistant is a plus.
- Proficient in digital tools and technology.
