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Responsibilities:
Property and Contract Management:
- Manage company properties and handle contract renewals.
- Keep track of listing renewals, certificates, agreements, and maintain softcopy records.
- Ensure proper record keeping of important documents.
Secretarial and Administrative Support:
- Manage overall general office administration including office upkeep & cleanliness, maintenance of equipment, stationeries, office supplies, and other admin-related tasks.
- Provide secretarial, administrative, and operational support to the department, including correspondence, time management, typing, filing, and upkeep of office equipment.
- Manage suppliers and oversee general office management tasks including access, stationery, photocopy machines, cartridges, keys, office building maintenance, parcels, parking, and complaints.
Office Maintenance and Repairs:
- Coordinate repairs and maintenance for office facilities, furniture, and equipment.
- Liaise with management officers
- Manage day-to-day office operations and renewal of maintenance contracts.
Communication:
- Handle incoming emails, calls, and general inquiries, and maintain contact lists.
- Assist with the onboarding of new hires, including business cards, and supplies.
- Update and maintain the member directory.
- Provide information by answering questions and requests.
Document Production and Distribution:
- Distribute correspondence, letters, faxes, and forms.
- Perform administrative duties such as filing, typing, copying, binding, and scanning.
Policy Compliance:
- Maintain a clean, well-kept, and conducive office environment in compliance with SOP.
Visitor Management:
- Welcome visitors and direct them appropriately.
- Update calendar, manage occupancy of conference room & meeting room
- Receive visitors, addressing their needs and concerns professionally.
Office Purchasing:
- Manage purchasing of stationery and pantry stocks.
- Track and order office supplies as needed.
- Monitor and control the usage of stationery and pantry items.
Additional Responsibilities:
- Support overall administrative work to ensure smooth daily operations.
- Assist in organizing events, such as company annual dinner, company activities, company trips
- Handle personal claims for staff.
- Perform other ad-hoc tasks as needed.
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