About Allkin
Founded in 1978 as Singapore's first family service centre, Allkin Singapore (formerly known as AMKFSC Community Services) is a leading community-driven social service agency that believes everyone has the potential to create positive change, regardless of age, race, or background.
Through our service offerings, strategic partnerships, and community initiatives, we unlock opportunities for vulnerable individuals and families to overcome life's challenges, pursue a brighter future, and inspire others to do the same. Today, Allkin uplifts and journeys with diverse communities such as children, youths, families, and seniors at close to 40 touchpoints across Singapore.
The Office Administrator ensures the smooth and efficient operations of the Corporate HQ working and meeting spaces by managing administrative tasks, coordinating office activities, and supporting team members.
This role involves overseeing daily operations, maintaining organisational systems, and serving as the primary point of contact for office-related needs. The role also supervises the cleaning of the HQ space to ensure a conducive environment for staff and users.
The Office Administrator also supports the S&T Division leadership in administrative tasks such as tracking of Division expenditure, updating of staff data and procurement for the Division. This role will also provide administrative support the Shared Services Division as and when needed.
Roles & Responsibilities:
Office Administration
- Supervise cleaner/cleaning vendor to ensure the HQ spaces and workstations are clean, tidy and functional at all times.
- Maintain office supplies inventory for HQ spaces and procuring as and when these need to be replenished via established processes and systems.
- Maintain administrative records in relevant online and/or hardcopy repositories, posting and collection of office mail or deliveries as required.
- Coordinate, maintain and update records of HQ office assets where necessary.
- Perform administrative work for meetings when required such as setting up of presentation equipment, printing materials and ordering of refreshments.
- Coordinate with relevant colleagues and contractors to ensure timely and appropriate access to HQ office facilities and maintenance/repair of office facilities and equipment e.g. office printer, air-conditioning, etc.
- Ensure plants are watered and rooms aired on a daily basis, as part of upkeeping the office.
- Meeting Rooms Administration
- Work with cleaning services/cleaner to ensure meeting rooms are clean, tidy and functional at all times.
- Manage administration of HQ meeting room bookings, ensuring that users use the rooms responsibly and clean up after each use.
- Ensure that the tables, chairs, boards and other equipment in the 235 meeting rooms are kept in good working condition, and to arrange for repair as and when needed.
- Ensure that the pantries in 235 are clean and well-stocked with refreshments, and healthy snacks.
- Ensure that pantry equipment and fittings such as the refrigerator, kitchen sink, shelves, microwave ovens are cleaned on a regular basis.
- Supervise cleaning company/cleaning staff to ensure office and meeting spaces are cleaned on a regular basis, in accordance with the cleaning list provided.
- Ensure toilets and pantries are cleaned and disinfected on a regular basis to ensure high standards of hygiene for users.
- Ensure pantries and toilets are well-stocked with paper towels, dishwashing liquid, hand soap, toilet paper, etc.
- Administrative Support to S&T Division
- Support S&T Division Leadership in accurate tracking of division expenditure and balance.
- Liaise with Finance department as necessary to support in extracting necessary financial data for Division Leadership.
- Support Division Leadership in procurement matters, ensuring to adhere to proper SOPs articulated in agency’s Procurement and Finance Policies and Manuals.
- Update S&T division repository of staff data (birthdays, addresses) in a timely manner and maintain these records.
- Other assigned duties from time to time
Candidate Profile:
- Diploma in any field or study; candidates with specific administrative qualifications will have an advantage.
- 5 years of experience in an administrative function (eg office administration, HR operations or Finance operations).
- Good written and oral communication skills.
- Able to connect with others and establish efficiency working relationships.
- Up-to-date with technology; proficient with MS Office tools and other IT enabling solutions.
- Good with details, persistent with follow-up and able to keep track of multiple priorities and which need attention.
- Self-starter, resourceful and resilient with a strong sense of responsibility.
This role will be based at our Corporate HQ in Ang Mo Kio.
