As a Office Administrator/Executive, you are required to provide administrative support to Office team in ensuring smooth running of office operations.
Administration
- Answer, screen and forward incoming phone calls; Provide basic and accurate information in-person or via phone/email
- Greet and receive visitor upon arriving in office, direct visitor to the appropriate person upon verifying
- Collect, sort and distribute weekly mail and document (statement, invoice, and claims) deliveries to Finance in Singapore
- Manage office supplies such as stationery order and pantry replenishment
- Liaise with IT for purchase of IT related products eg laptop, desktop, printer etc and ensure that they are ready when new joiners come on board
- Upkeep and maintain company phone number list; Apply or renew device contract plan by batches as required
- Manage staff uniform from assigning the right silhouette and number of pieces to briefing new hires on the combination of look-to-wear and grooming expectations; manage the uniform inventory including ordering, delivering and replenishment
- Liaise with Finance on office petty cash submission
- Liaise with vendor or supplier on purchasing process; from vendor sourcing, vendor creation, POs raising to good receipt for Finance payment purpose through MYPO system in timely manner
- Arrange staff season parking and billing verification with carpark management office (only managers)
- Liaise with office landlord and supervise on maintenance issues (lighting, air-conditioner, Chubb alarm system etc)
- Keep track and do yearly renewal of business license for company and all stores on different timeline for different licenses before expiry date (signage license, music license, WRT license)
Staff Event Support and Travel & Entertainment
- Coordinate staff functions which include sourcing of venues, F&B and price comparison (Annual Dinner, birthday celebration, festive celebrations etc)
- Support staff sales activities including staff sales order compiling, liaise with stores and Supply Chain in Singapore on stock arrangement and stock count, assist on purchase tracking and total sales submission to Finance after staff sales completed
- Arrange flight, accommodation, transport for staff/visitors travelling on company business trips/trainings and be main point of contact between staff and travel agencies and hotels
