Office Administrator

About You:

We are looking to hire a well-organized and responsible office professional to assume the position as Office Administrator. This candidate will have a background in office management and administration, with experience interfacing with clients. The candidate must be a highly motivated self-starter who understands the overall day to day needs of a fast paced and forward-thinking environment. This position will interact daily with all firm guests, vendors and staff members and may be asked to provide ad hoc administrative support. To be successful in this position you should be detail-oriented, professional and have excellent written and verbal communication skills.

Reporting to the Finance Manager and Human Resource Partner, you are primarily responsible for managing the company’s administrative functions, including human resources, purchasing, logistics and office operations. You will ensure that all office administrative functions are coordinated to achieve a high level of productivity within the company. This position is also key in ensuring the smooth running of the daily business’ operations of the Company. Success in this role will be demonstrated by completing your tasks effectively and efficiently as outlined in the job description and skills.

Office Administrator

What You Will Do:

1. Office Administrative Functions: Filing, scanning and copying documents, mail sorting and processing, printing and collating meeting or tender collateral.

2. Front Desk Reception Duties: Answer incoming calls, register visitors, greet visitors, as they arrive and direct them to their appropriate location, prepare meeting room.

3. Secretary Support: Assist MD in meeting calendar, scheduling and organising meetings including team and client events. Arrange conference calls, record meetings and calls’ minutes.

4. Vendors: Coordinate with vendors to arrange services, such as business card and stationery printing orders etc. Liaise with vendors providing office equipment and IT support.

5. Events Management: Organise meal or catering events when needed for clients, team, or business partners.

6. Workplace Housekeeping: General housekeep of the office environment, ensure reception and pantry are clean and in the proper condition for staff, clients, and guests at all times. Monitor the office environment for any additional needs to ensure the work setting is running well. Maintain an organised and safe workplace.

7. Logistics Management: Arrange, execute, and monitor logistics for products transported to/from other countries. Arrange international/shipping couriers, receive, and distribute incoming post. Prepare export documentation and liaising with forwarders on logistics shipment.

8. Facilities Management: Liaise with Building Management in the implementation of Emergency Evacuation Plan. Manage and maintain the office facility, co-ordinate matters related to facilities such as repairs and maintenance, cleaning services and statutory compliance checks.

9. Travel and Expense Management: Coordinates and arranges business travels and accommodations for staffs including business visas and visitors when needed.

10. Expense Reimbursement: Process employee reports, verify receipts, and ensure timely reimbursement.

11. Pantry and Stationery Supplies: Maintain supplies and ensuring stock are always sufficient for office and stationery.

12. Office Equipment Supplies: Orders equipment and maintains service contracts on office equipment.

13. Onboarding and Offboarding Process: Support HR such as preparation for new joiner and leaver processes.

14. Inventory Management: Maintain, monitor, track and safekeep inventory and demo equipment.

15. Procurement Support: Sourcing for quotes from vendors or suppliers in coordination with operations for client projects.

16. Training and Development: Maintain employee training records and source training service providers for relevant employee training course or programs etc.

17. Liaising with team members and supporting them in coordination with office’s departments functions.

18. Any other duties which may be assigned from time to time.

What Requirements You Need:

1. Polytechnic Diploma in Business Administration, HR and above with at least 3 to 4 years of proven experience in office management

2. Meticulous, analytical, organised, resourceful, self-motivated and enjoy challenges

3. Excellent organisational and time management skills, with the ability to multi-task and prioritise tasks

4. Mature and adaptive and able to interact well with all levels

5. Flexibility to adapt to a fast-paced and rapidly changing environment

6. High personal integrity

7. Ability to maintain confidentiality of company information

8. Positive working attitude and a keen learner

9. Good command of English and proficient in spoken and written language

10. IT literacy and proficiency in Microsoft Word, Excel, PowerPoint and Microsoft

11. Aptitude for learning new software and systems

12. Ability to work independently with minimal supervision and as part of a team

13. Proficient in health and safety regulations.

14. Knowledge of HR policies and procedures is considered as an advantage.

Application Information:

We regret to inform that only shortlisted candidates will be notified. All applications will be treated with the strictest confidence.

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