Associate, Administration

Why Mizuho

Within the APAC entities of Mizuho Securities, our greatest asset is our people, and we are committed to promoting a vibrant and supportive environment full of opportunities. Just like our global client and customer base, our people come from diverse backgrounds and our success is supported by our creativity, teamwork, and collective abilities as individuals to exceed the dynamic needs of our customers.

We provide the stability of an international industry leader with the career trajectory of a growing business. Our strategic growth gives our people at all levels rewarding degrees of responsibility and a richer work experience than a boutique firm or an established giant could offer alone. With a focus on growing and expanding our platform across Asia, we are committed to attracting, hiring, retaining, and rewarding the best-in-class talent.

Job Description

The Admin Team is a small but integral part of the business.  Customer service, along with the ability to communicate on a face-to-face, verbal and written basis is essential. You must therefore be able to work to deadlines whilst remaining friendly and helpful in all aspects of the role.

Your primary responsibility will be managing the booking travel, office reception, facilities, equipment and supplies. You will also process expenses and vendor payments via the SAP Concur system amongst other duties. You will have an excellent level of customer service to both internal and external stakeholders along with being encouraged to continuously find ways of improving processes and tasks as well as lead or take part in ad-hoc projects.

Responsibilities

• Support travel admin request with the Company’s travel agent for employees’ flight and hotel bookings
• Process corporate credit card expenses, vendor invoices and employees’ expense claims via SAP Concur
• Approve Admin related requests and expenses via SAP Concur
• Reception duties – meeting and greeting of visitors, answering and transferring calls from the main line
• Support meeting room bookings and ensure tidiness in the rooms
• Maintain office supplies, stationery inventory and pantry items; monitor stock levels and arrange replenishment when required
• Coordinate business card ordering for employees, including liaising with vendors and ensuring accuracy of details
• Manage and issue office access cards
• Arrange and manage company subscriptions and memberships
• Coordinate courier services and mail distribution
• Act as the appointed Fire Warden for the company – maintain staff register, facilitate evacuation during fire drills and emergencies
• Process annual renewals of the company’s General Insurance via the broker
• Update policy updates, user guides, event photos when necessary on the Company’s intranet portal
• Organise the annual company party, CSR events, etc
• Facilities management – assist in the coordination and on site supervision of office maintenance when required
• Manage expat administrative procedures as requested
• Assist with ad hoc administrative duties assigned by Management

Role Prerequisites

• Previous experience in the above mentioned responsibilities required
• Friendly disposition with good communication skills essential
• Highly proficient in spoken and written English to facilitate communication among stakeholders
• Ability to be discrete, resourceful, manage complex and handle highly confidential information as they arise.
• Excellent Microsoft Office knowledge (such as Outlook, Excel, PowerPoint, Word) and proficiency in other office productivity tools (such as SAP Concur), with aptitude to learn new software and systems.