Total 4 contracts specialist job vacancies in Administrative / Clerical category in SG - Tuas, Singapore

• Ensure smooth and effective running of office administration
• Manage reception duties such as handling all incoming calls and couriers, maintaining visitor logs etc.
• Assist CFO in travel arrangements and claims
• Handle contracts for Singapore and Malaysia contracts documentation and filing in Ledvance system such as office lease contract, corporate insurance contract and office equipment contract (Printer, fire extinguisher, network fibre, etc.)
• Liaise with vendors for matters related to office equipment (network, mobile phone, local telephone, water supply, office supplies etc.)
• Liaise with landlord in Singapore for building management related matters
• Support local IT administration and coordination
• Validate claims for Malaysia via Singapore employees via sharepoint
• Support products local approbation submission to Singapore National Environmental Agency
• Maintain leave records integrity for employees in Singapore, Malaysia and Vietnam via Sharepoint
• Procure IT equipment, office and pantry items per procurement management process
• Check and verify office related and courier expenses
• Performs ad hoc general admin duties as assigned by CFO

• Carry out administrative duties such as filing, scanning, photocopying etc.
• Sort out letters and mails for distribution.
• Follow up on clients’ documents for submissions.
• Preparation of monthly performance reports, data entry.
• Book meeting rooms. Coordinate monthly meetings and online conferences.
• Preparation of meeting slides and minutes.
• Procurement of office supplies, stationery.
• Monthly compilation and filing of Company expenses, accounts.
• Assist in coordinating for events, trainings when needed.
• General administrative support for Associate Directors and Managers when required.
• Assist in the onboarding process for new hires.
• Perform any ad-hoc duties as assigned.

Responsibilities:

• Efficiently handle diary management, encompassing the arrangement of both internal and external meetings.
• Coordinate the onboarding and offboarding processes seamlessly.
• Offer comprehensive support by managing application access requests, securing necessary approvals for business activities.
• Document client meetings in Compass, register events in the Global Event Management System, and create roadshows for business travelers.
• Compile supporting documents for Travel and Expenses reimbursement reports and ensure timely follow-up actions.
• Book and organize all essential arrangements and documents for business travel.
• Effectively oversee office supplies management.
• Provide timely ad hoc administrative support as needed.

Requirements:

• Open to Junior candidates with at least 2 years of relevant experience
• Strong experience in Calendar Management, exposure in different time zones is a plus.
• Proven experience in travel management, and expenses.
• Proficiency in Microsoft Office tools (Outlook, Word, Teams, PowerPoint, Excel).
• Solid knowledge of office management in terms of systems and supply.
• Must be discrete and maintain confidentiality.
• Outstanding organizational skills.
• Proactive, flexible, and eager-to-learn individual.

Job Descriptions

• Oversee and provide support to the day to day operations in the company.
• Follow up with respective departments and serve clients well.
• Replying emails and data entry.
• Provide administrative support as and when needed.
• Salary Range: $2000 - $2500

Job Requirements

• Prior Accounting / Payroll knowledge is an added advantage.
• Proficient in Microsoft Office.
• Able to speak English fluently.
• Able to multitask.
• Able to work in a fast paced environment.
• Able to work in and as a team.
• Effective time management skills.
• Effective team coordination skills.
• Effective communication skills.
• Able to work immediately is advantageous.