This exciting role is suitable for an ambitious professional who is highly adaptable and enjoys problem solving and multi-tasking. She/he will support operational efficiencies through the daily management of the Office Administration function.

Responsibilities

Deliver delightful customer experience to all stakeholders by:

• Be the “face” of the company being a key touch point in our customer experience journey.
• Efficiently managing the front office operations. This includes operating the switchboard as well as attending to all walk-in clients, guests and directing them to the respective offices and individuals.
• Responding to arising customer enquiries made through phone, e-mails or even in person.
• Providing administrative duties such as data entry, mailing, scanning, printing and photocopying of documents to staff upon request.
• Schedule and track meetings and appointments, and coordinate travel arrangements.
• Support the business operations as may be required from time to time.

Ensuring operational efficiency within the company through:

• Liaising with relevant company and facility management to maintain physical office security by overseeing the supervision of the security guards, coordinating and controlling office access.
• Managing the office car parking slots and ensuring they are available to assigned employees always.
• Ensuring office cleanliness and orderliness is maintained; supervising the office cleaning stewards, ensuring periodic thorough cleaning, disinfection and fumigation of all office premises is done.
• Recording, dispatching, tracking, and ensuring delivery of courier to relevant persons.
• Facilitating scheduled and ad hoc office maintenance and repairs.
• In charge of purchasing needed office supplies (kitchen, stationery, cleaning etc) and tracking usage to ensure proper use of the resources.

Promoting efficient use of office resources by:

• Distribution of available resources to all teams equitably; tracking usage and implementing controls to curb wastage.
• Identifying appropriate vendors for provision of services and products and negotiating for best value in liaison with procurement.
• Liaising with relevant officials to perform contract for approved vendors. Building and maintaining third party relationships.
• Reconciling relevant invoices and following up to ensure timely payments.
• Conduct periodic and ad hoc costs and stock reconciliations and reporting as directed.
• Maintaining relevant electronic and hardcopy filing system in a confidential manner.
• Manage the reception area and staff to ensure effective communication both internally and externally.
• Provide office guests with a hospitable experience.
• Supervise the maintenance of office areas, equipment, and facilities.
• Preparing various reports as may be required from time to time.

Qualifications, Skills and Experience

• Diploma or an undergraduate degree in a relevant field.
• A minimum of 3 years working experience in office administration in a busy environment
• Proficient in Microsoft Office, with aptitude to learn new software and systems.
• Excellent written and verbal communication skills
• Self-driven with a pleasant personality
• Strong time-management skills and multitasking ability
• Ability to handle and maintain confidentiality.
• Must be a person of integrity
• Mature with an ability to handle matters diplomatically.
• Ability to adapt to changing situations in a calm and professional manner
• An “out of the box” thinker who is also detail oriented.

HOW TO APPLY

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