Admin Executive

MAIN RESPONSIBILITIES

Procurement Role:

• Organize all procurement activities relating to request for proposals, sealed bids, and price quotes

• Review & process requisitions into purchase orders and any resulting change orders

• Maintain and update professional library publications and books in IT department

• Perform general clerical duties such as maintaining general files, typing, data entry, opening mail and completing and processing standard purchasing order.

• Coordinate appointments and vendor deliveries; respond to inquiries from other departments

• Processing of vendor invoices to ensure services/ products have been delivered, perform matching of invoice to purchase order and purchase request/ project charter/ contract.

• Maintaining and updating of vendor contract and updating of Operating expenses in Smartsheet system

Admin role:

• Manage calendars and schedules of Group head

• Handle travel and visa related arrangements

• Provide a full range of support at meetings, including assistance with scheduling, meeting and greeting guests and arranging refreshments. Take minutes and actions.

• Manage expense reports submission in IT department

• Maintain and update department organization charts

• Handle office supply ordering

• Handle employee enquiries

• Prepare and coordinate mail, faxes and express packages

• General administrative duties as required

Experience:

• 3-5 years of Administrative Assistant experience with supporting Director and above levels
• Previous Procurement experience or understanding preferred but not necessary
• Prior professional services environment experience preferred

Skills and Qualifications:

• Teamwork 
• Good presentation skills
• Knowledge of Microsoft Office software
• Good MS Excel knowledge
• Client service oriented, with excellent interpersonal skills
• Possess strong verbal and written communication skills
• Adaptable to meet changing business needs with a "can do" attitude
• Team-oriented, self starter who comfortably executes responsibility with limited day to day supervision

Diploma and Nitec Holders are welcome to apply.