This role involves managing a range of office administration tasks, secretarial support for the Country Manager, health and safety coordination, and continuous improvement activities.
Office Administration
- Oversee general office administration, ensuring tasks meet set targets and deadlines.
- Manage office supplies, equipment, post, courier services, and vendor arrangements.
- Administer business cards, petrol cards, and coordinate with 3rd party facilities vendors.
- Handle supplier invoices, payments, and coordinate with the accounting team.
- Issue IT assets to staff and maintain notice boards.
- Create purchase orders and coordinate on-site audits.
- Provide administrative support for interactions with authorities (e.g., MOM, Bizsafe, NEA, PUB).
Secretarial Functions
- Perform secretarial duties for the Country Manager, including calendar management, expense claims, and managing expat services.
- Coordinate travel arrangements, and ensure continuity of key duties during absences.
- Coordinate housing and air-conditioning services for expats.
- Support the organization of company events.
Health & Safety Coordination
- Support the development and implementation of safety, health, and environmental policies.
- Serve as a Safety Council representative and assist in promoting a safe work environment.
- Coordinate maintenance of fire hoses, extinguishers, exit lights, and government license renewals.
Continuous Improvement
- Monitor and maintain standard procedures, identifying and addressing deviations promptly.
- Actively participate in improvement activities to enhance operational efficiency.
Requirements
Education
- Diploma in Business Administration, Office Management, or related field.
Experience:
- Minimum 2-3 years of experience in office administration, secretarial support, or related roles.
- Experience coordinating health & safety or facilities management is a plus.
Skills:
- Strong organizational and multitasking skills, with attention to detail.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills.
- Ability to manage schedules, travel arrangements, and handle administrative tasks efficiently.
- Familiarity with handling purchase orders, supplier invoices, and vendor coordination.
Health & Safety Knowledge
- Basic understanding of safety policies and procedures; experience with safety regulations and protocols preferred.
Interpersonal Skills
- Professional demeanor with the ability to communicate effectively with internal teams, management, and external vendors.
Chan Chee Meng
EA 07C3069
R1110620
