Job Description:
As a Bank Office Administrator, you will be responsible for managing the overall office operations and ensuring a secure and efficient workplace. This role combines traditional office administration duties with security management, including handling door access controls, managing office supplies and facilities, coordinating with vendors, and organizing key office activities. The ideal candidate is organized, proactive, and able to manage multiple tasks while ensuring compliance with the bank’s policies and regulations.
Key Responsibilities:
1. Office Administration:
- Oversee the day-to-day operations of the office, ensuring a clean, organized, and comfortable workspace.
- Manage the procurement and inventory of office supplies, pantry items, and office equipment, ensuring everything is stocked and operational.
- Handle incoming and outgoing mail, packages, and deliveries, ensuring timely and accurate distribution.
- Serve as the point of contact for document circulation and visitor reception, ensuring visitors are greeted professionally and directed appropriately.
- Organize and coordinate office activities such as meetings, town halls, and other events, managing venue booking and logistics.
- Assist in managing business travel arrangements, including hotel bookings, temporary accommodation, and visa/work permit applications.
2. Security Management:
- Manage security door access, including the creation and deletion of access card user profiles for employees and guests.
- Provide after-hours door access support and ensure that all access logs are properly maintained.
- Collaborate with security vendors to ensure the maintenance and functionality of security systems, including CCTV, alarm systems, and access control.
- Conduct regular security audits and inspections, ensuring that physical security measures are in place and operational.
3. Facilities and Vendor Management:
- Oversee all facilities services, including office maintenance and repair activities, to ensure the workspace remains functional and safe.
- Coordinate with vendors, contractors, and service providers for services such as cleaning, security, equipment maintenance, and office supplies.
- Manage contracts and service agreements with external vendors, ensuring timely delivery of services and cost efficiency.
4. Compliance and Regulations:
- Ensure that all office operations adhere to internal policies, regulations, and best practices, including health and safety standards.
- Maintain documentation related to office operations, security protocols, and compliance requirements, ensuring that records are accurate and up-to-date.
- Collaborate with cross-functional teams such as HR, IT, and security to ensure that workflows run smoothly and adhere to the bank’s standards.
5. Additional Responsibilities:
- Manage the preparation of meeting materials, presentations, and reports as required.
- Assist in any ad-hoc projects or tasks as assigned by senior management, including special office improvements or new initiatives.
- Provide general administrative support to senior executives and other departments, as needed.
Qualifications:
- 3-5 years of experience in office administration, with experience in security management or facilities management highly preferred.
- Excellent organizational, multitasking, and time-management skills, with strong attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
- Strong communication and interpersonal skills, with the ability to work collaboratively across departments.
- High level of discretion and confidentiality, particularly in handling security and sensitive information.
How to Apply:
Interested applicants, please email your resume to [email protected]
Kindly note that only shortlisted candidates will be contacted.
Clara Crystal Lim Tyn Wei
CEI No: R23117784
Recruit Express Pte Ltd
EA Licence No: 99C4599
