Apply on
Original
Simplified
Responsibilities:
General Administrative Support:
- Initiate and conduct surveys among the staff, analyse and provide feedback, and identify areas for improvement.
- Develop office policies & protocols for employees to adhere.
Employee Onboarding & Offboarding:
- Coordinate IT equipment setup for new employees and its removal for departing employees.
- Manage asset tags and maintain an accurate inventory list.
- Ensure a smooth and comprehensive onboarding/offboarding experience for all staff.
Procurement:
- Manage and replenish pantry supplies and office supplies/essentials (stationery, equipment, tools and furniture).
- Research and vendor selection based on price, quality and delivery options.
- Liaise with vendors to request quotes, negotiate pricing and confirm orders.
- Ensuring orders are placed within budget guidelines, track orders and follow up on deliveries.
- Update inventory records upon receipt of supplies.
Office/Vendor & Contractors Management:
- Handle inquiries, oversee, follow up, and liaise with external parties (vendors and contractors) regarding:
- Office maintenance (repairs, layout & design)
- Equipment/item purchases and deliveries
- Maintain a clean, organized, and pleasant office environment by coordinating office cleaner/tea lady schedules and manage their workload/output.
Logistics:
- Organize corporate business trips for employees, including:
- Travel arrangements/itineraries
- Visa applications
- Accommodation bookings
- Venue and catering arrangements
Meeting & Event Coordination:
- Oversee the booking of meeting rooms and coordinate departmental meetings.
- Coordinate and arrange office events (birthdays, team building, holidays, townhall etc.) including decorations, vendor management & payment, catering arrangements
Financial and Records Management:
- Process invoices, bills, and receipts, data entry; ensure accuracy of records on a monthly basis.
- Prepare relevant reports and presentations by collecting, analysing, and summarising information gathered for senior management review.
- Organize and maintain company documents and files in a secure and efficient manner (electronic and physical).
Additional Tasks:
- Perform ad-hoc tasks and provide support as assigned by the supervisor and upper management.
About You:
- Education level: Tertiary education or equivalent; additional qualifications in business administration is preferred.
- Minimum 3 years of experience in an administrative role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Possess knowledge on ISO 270001 & ISMS Compliance & Standards.
- Digital Savvy: Must be able to utilize software applications and online platforms, familiar with document management systems and cloud-based tools.
- Fluency in both English and Mandarin is essential for effective communication with our diverse stakeholder base.
- Possess strong work ethics, exceptional stakeholder management skills, and a proven ability to effectively manage expectations.
- Laser focus and self-starter mentality.
- Effective time management skills with the ability to prioritize workload independently.
- Strong dedication to producing high-quality work.
- Meticulous attention to detail and accuracy.
Similar Jobs
