What this job involves: We are seeking a detail-oriented and organized Administrative Assistant to join our team. The successful candidate will be responsible for admin works including managing of contracts throughout their lifecycle, ensuring compliance, and maintaining accurate records.
What your day-to-day will look like:
- maintain leave records
- liaise with HR on OT claims
- submit IT access requests
- onboarding of new joiners, offboarding of leavers,
- liaise with UBS vetting teams on new joiner vetting status
- request for office & IT access
- update contract records
- assist in calendar invites / meeting room reservations / logistics
- assist in T&E claim submission
- assist in travel approval requests
- submit Purchase Order requests to JDE and maintain the PO tracker
- follow-up with teams on Corrigo work orders
- review and submit JLL vendor invoices
- liaise with vendors on invoice submission and payments
- consolidate vendor invoices for IFM billing (to send to GCS managers for review of IFM bills)
- prepare GMP, adhoc & project billings to client
- submit revenue & expense accruals
- prepare financial report (MMR) with updates from all team leads
- update Regional finance on IFM invoice payments
Miscellaneous
- Assist on Corrigo issues - update of work order schedules, onboarding of JLL users & vendors
- Assist on new joiner matters
- Draft, review, and revise contracts
- Negotiate contract terms with clients and vendors
- Ensure all contracts comply with company policies and legal requirements
- Maintain a comprehensive contract database
- Monitor contract deadlines and renewals
- Coordinate with internal departments to gather necessary information
- Prepare reports on contract status and performance
- Assist in resolving contract disputes
- Develop and implement contract management processes
Desired or preferred experience and technical skills:
- Bachelor's degree in Business Administration, Law, or related field
- 3+ years of experience in contract administration or related role
- Strong understanding of contract law and business practices
- Excellent attention to detail and organizational skills
- Proficient in Microsoft Office Suite and contract management software
- Strong communication and negotiation skills
- Ability to work independently and as part of a team
