AddressPurpose: This role is required to manage end-to-end office operations, provide secretarial support to the President, support in administrative functions and provide a safe and pleasant working environment.
Essential Duties / Responsibilities:
Office Administration
- Manage the Office Administration within the Company including Reception responsibilities and managing phone calls.
- Manage contracts for Singapore Office maintenance such as lighting, air-conditioning, water dispenser, copier, internet services, IT, telephone services, and other housekeeping matters.
- Manage relationships with office vendors and service providers. Develop knowledge and build strategic partnerships for better relationships with service providers and suppliers.
- Communicate with Building Management authorities to resolve issues.
- Ensure adequate office supplies, determine stock level and manage the right balance between inventory availability and cost-efficiency.
- Manage travel expenses processing and provide a monthly travel report and travel expenses reconciling for HR and finance team.
- Control costs by identifying cost saving factors and opportunities. Optimize spending and negotiate favorable pricing terms.
- Be in tune with NEP financial and business concepts in the context of administration. This includes budgets, expenses, and financial records.
- Allocate resources appropriately to support operational needs and achieve cost-effectiveness.
- Support and supervise the team for regular inspection of workplace to identify any hazards/ risks factor, manage the risks with corrective action plan.
Procurement Support:
- Negotiate for favorable terms and pricing and obtain tax invoice (as and when required) before payment is processed.
- Raise PO to the internal PO system as per PO process requirements.
- Provide Management with data and reports related to purchasing activities as and when required.
- Summarize data and prepare various reports on purchasing activities as well as cost analysis on different categories.
- Support various department for their purchasing needs as and when required.
Secretarial Support:
- Ensuring all calendars are accurate and organized for the President.
- Scheduling and organizing the President’s meetings & events.
- Booking travel arrangements for President and other senior executives
- Collating and filing the President’s business and travel expenses.
- Managing different adhoc tasks to support the President.
Position Requirements
- Preferably a degree or diploma in business administration or management.
- Minimum 7-8 years’ work experience including at least 3-4 years in managerial or supervisory role.
- Strong administrative skills, includes office management, record keeping and proficient in MS Office
- Exceptional time-management and multitasking capabilities combined with organizational skills
- Must be meticulous & pay attention to detail.
- Excellent verbal and written Communication
- Ability to work under pressure and meet deadlines.
