Office Admin & Exec. Asst (6 months contract)
14 hours ago
Summary:
Responsible for providing overall Facilities management including maintenance of office assets, security protocols and pantry maintenance..
Summary:
- Responsible for providing overall Facilities management including maintenance of office assets, security protocols and pantry maintenance
- Reponsible for managing calendars, making travel arrangements and preparing expense reports of GM-APAC.
- Liasoning with SG office to maintain trade license, establishment card, relationship management.
- Assist the IT team (based in Manila) as the on-the-ground IT support for Europe, handling server maintenance, IT troubleshooting and IT assets.
- In addition this position manages
- Supplier management (creation/payment, negotiation of local supplier contracts)
- Support other administrative tasks.
Major Duties/Responsibilities:
Summary of major duties:
OFFICE MANAGEMENT
- Manage the relationship with vendors/ suppliers and external service providers i.e.internet provider, cleaning services, etc
- Work alongside with Finance in maintaining a budget for office expenses & Driving cost saving and process improvment through vendor negotiation for office related expenses
- Handle procurement or purchase request from internal/external stakeholders
- General administration duties including maintaining of copier machine and other office equipment etc, repair and maintenance for office equipment, maintain and replenish of pantry and stationeries control
- Assist in arrangement for hotel reservations for events, meetings etc
- Travel and visa arrangement for Singapore office; assist and handling of visas for local and region request
- Postage / mail handling, courier service arrangement
- Liaison with the landlord on structural issues, problem resolution with the office space, fire safety and security etc.
- Business name card printing arrangement
- Support HR and IT with onboard preparation i.e. laptop set up, issuance/ update of staff security access pass
- Provide the front line of visitor hospitality, ensuring guests are cordially received in a prompt manner and directed to the proper meeting place
- Acts as the liaison for all visitors coming from other regions.
- Perform general administrative and secretarial duties including corresponding with internal and external stakeholders
- Contact point for all IT related issues coordinating with Believe Helpdesk/ Security for IT asset management lifecycle to include receiving hardware deliveries, unboxing and secure storage of all hardware and software, printer setup, and remote troubleshooting assistance, etc.
- Partner with HR to manage immigration process for New/existing employees
- Vendor creation and liasing with the GBS team to ensure compliance related to vendors
- Liasing with approved vendor list for activities/ maintenance related to SG office.
Executive Assistant to GM APAC
- Personal admin support to GM
- Managing and coordination of calendars and organising meetings and appointments
- Managing the manager/executive of important tasks and deadlines
- Organization of travel, hotel bookings and managing travel expense submission
- Organizing events and conferences
Qualifications
Core skills
Ability to maintain a high level of accuracy in preparing and entering information
Skilled in the use of Microsoft Office products (Word, Excel. PowerPoint, etc)
Ability to maintain strict confidentiality in performing duties
A team player with good interpersonal and communication skills
Education & Experience
Minimum Diploma in any field of study with min 2-years of relevant experience in office administration and min 1 year of relevant experience as an Executive Assistant or Personal Assistant
Organised and detailed-oriented
Official account of Jobstore.
