Receptionist / Admin Executive (Corporate Services), SIMTech

Ensure operational excellence and regulatory compliance in the centre.

Responsibilities:

1. Handling of visitors

• To be able to fully support the organization in receiving visitors.
• Ensure all visitors/contractors/guests are registered upon arriving.
• Communicate to visitors in a pleasant and welcoming manner.
• To provide our visitors/contractors/guests the best front desk experience
• To ensure all access passes are accounted for.
• To ensure no unauthorized personnel enter the workshop.
• To escalate immediate for Security Incident.
• To ensure new visitors/contractors watch the safety video
• To ensure the workshop PPE for visitors are well maintained and readily for usage
• To generate and conduct roll call for the visitors/contractors during emergency

2. Internal/External Courier Handling

a.

• Handling courier to A*STAR and external parties (Important documents only
• Contact Courier when delivery required before 11am for same day delivery
• Separate documents to Human Resources, Finance Shared Services, etc
• Know who key personnel are

b.

• Handling Forwarder for overseas shipment
• Contact forwarder for pick up when request comes in
• Preparing shipping documents required by forwarder
• Record in dispatch record (hardcopy book)

3. Administrative Area

a.

• Mailbox
• Open mailbox daily at basement
• Assist to distribute mail to staff. Directors’ mails to be handed to their Secretaries/Personal Assistants.

b.

• Stamp inventory for mailing to external parties
• Sign out stamps when issued to staff in Stamp Inventory Record
• Restock stamps when required

c.

• Manage L1 keys
• All keys borrowing must be recorded in the Key Movement Record
• Accountable for keys

d.

• Manage stationery and pantry inventory for Level 1 Boardroom & Office.
• Coordinate resupply once a week with Inventory in-charge for stationery and pantry

4. Goods Receiving

• Inform requestor on purchases arrival
• Check goods quantity and tally against delivery orders
• Sign and acknowledge DO
• Hands DO/invoices to ARTC Finance
• Scanning of ALL invoices/Delivery Orders
• Assist in SAP Good Received update

5. Admin Asset Inventory Management

• To upkeep the admin asset inventory management and assist in admin purchases
• To ensure the admin asset inventory record are updated timely and accurately
• To liaise with vendors on the purchase of admin related items to replenish stocks

6. Miscellaneous

• Activate the welcome board for VIP guests
• Maintain 5S standards for Reception
• Lights turned off after working hours.
• Electronics are locked up after working hours.

JOB REQUIREMENTS

• NITEC/ITE/Diploma in related field
• Minimum 1 year of relevant experience in administrative support related work
• Able to breakdown the assigned work into deliverable tasks and provide realistic timeline for
• their completion
• Demonstrated excellent verbal communication skills
• Willing to be scheduled to work off shift hours in support of operations occasionally
• Competency in Microsoft Excel and PowerPoint
• A self-driven and meticulous individual who has a strong ability to multi-task and manage
• projects
• A self-driven and meticulous individual who is keen to pick up new knowledge and technology
• Respect authorities and accountability positions