Total 2 admin job vacancies in Singapore

The Role

Reporting directly to the Managing Director, you will provide secretarial-related work for him and the various senior leaders, managing the office, administration and providing IT support.

This role will work in an entrepreneurial and fast-paced environment with frequent opportunities to interact with internal and external stakeholders.

Role Summary

Executive Support:

• Provide a full spectrum of secretarial support for CEO and various senior leaders, including managing their calendars, facilitating meetings and schedules, and communicating key deadlines and deliverables to them.
• Coordinate travel arrangements and accommodation for 2 senior leaders, including flight booking, ground transportation, visa applications and renewal, and planning itineraries.
• Handle administrative reports, maintaining file systems and submitting all expenses and claims.

Office Management:

• Overseas office maintenance including stocking the pantry supplies, equipment and space/infrastructure.
• Be the point of contact for building and facilities vendors and build sustainable vendor relationships.
• Develop and implement office policies and procedures to improve operational efficiency, including space and budget planning, providing resources and solutions when requested and liaising regularly with management via performance reports.
• Coordinate internal office events and conduct site induction for new employees.

Document Controller:

• Utilise and set-up document control software (SharePoint) and systems to manage electronic documents, track revisions, and ensure version control.
• Develop and implement document control procedures and policies to ensure efficient document creation, review, approval, distribution and retrieval processes.

IT Support:

• Act as the primary point of contact for internal stakeholders and external third-party IT service providers.
• Coordinate, oversee IT projects involving third-party vendors, ensuring alignment with company objectives, budget compliance and timely completion.
• Monitor and report on the performance of IT services provided by external parties, making recommendations for improvement or changes as needed.

Coordination with HR/Other Departments:

• Coordinate with the HR team to facilitate the onboarding process for new employees, including setting up workstations, IT access, and orientation schedules.
• Assist in employee engagement programs in collaboration with HR, focusing on activities that promote a positive work culture and employee well-being.

The Requirements

• Bachelor’s degree in any discipline. Minimum of 5 years of solid experience in providing secretarial support to senior management and managing office operations.
• Prior working experience with document management and organising staff events will be an added advantage
• Possess the ability to handle high-pressure scenarios and make decision in time-tight situations
• Possess good communication writing and interpersonal skills.

The Role

Reporting directly to the Group Head, Renewable Feedstock Supply, you will be responsible for supporting the renewable feedstock supply chain operations and trade activities. This newly created role is pivotal to our growth strategy and requires a professional with a keen understanding of both green energy and commodity trading dynamics.

Role Summary

Supply Chain Coordination

• Monitor and manage supply chain activities, ensuring they are efficient and effective.
• Assist in the development and implementation of supply chain strategies.
• Coordinate with various departments to ensure the smooth flow of goods and information.

Trade Support

• Provide operational support for trading activities, including documentation, compliance, and transaction processing.
• Liaise with internal and external stakeholders to facilitate trade operations.
• Ensure accurate and timely execution of trade orders in alignment with company policies.
• Proactively identify and resolve operational issues in the supply chain and trade processes.
• Assist in managing risks associated with supply chain and trade activities.

Vendor and Client Relations

• Assist in managing relationships with vendors and clients, ensuring communication is clear and effective.

Data Management and Reporting

• Maintain accurate records of supply chain and trade activities.
• Analyze data to identify trends, inefficiencies, and opportunities for improvement.
• Prepare and present regular reports on supply chain and trade operations.

The Requirements

• Diploma in Mathematics, Statistics, Supply Chain Management, Business, Environmental Science, or a related field. Recent graduates are welcome to apply.
• 0 - 3 years of solid experience in Supply chain, logistics, or trade support.
• Ability to interpret complex data sets and derive actionable insights.
• Excellent problem-solving abilities and attention to detail.
• Strong communication and interpersonal skills.
• Ability to handle high-pressure scenarios and make decisions under tight time constraints.