Account Coordinator/office Executive- 6 Months

2 weeks ago

Singapore LIGHTSPEED GMI SINGAPORE PTE. LTD. Full time

The Office Executive is a business partner responsible for efficient day-to-day operations of the Singapore office and at the same time provides secretarial support to the Managing Director of the office.

Duties and responsibilities

Office Operations (40%)

  • Responsible for a clean and tidy office that includes the general office areas, all meeting rooms, collaboration areas, storage spaces and the pantry
  • Responsible for all general office equipment, supplies and stationeries including maintenance, repairs and adequate stock
  • Ensure that the pantry is fully stocked within budget with F&B supplies and cleaned daily
  • Create purchase orders and obtain approval for office related purchases while ensuring the process is in compliance with office policies
  • Implementation of the office and data security policy
  • Maintain a good relationship with vendors, service/delivery personnel and building management team
Office Administration (40%)

  • Answer phones calls and attend to visitors to the office
  • In conjunction with IT set up equipment, phones, stationeries and access for new joiners and update relevant listings (phone numbers, IT, access, etc. ) with new employee information
  • Orientate new employees on the office layout, administrative policies and make introductions to the team
  • Conduct clearance for exiting employees ensuring the smooth handover of office equipment and information
  • Activate and deactivate teleconferencing service, land and mobile lines for employees
  • Manage the office calendar ensuring office wide meetings/events are scheduled in advance
  • Prepare reports, letters, presentations and other documents, using Word, Excel and PowerPoint
  • Manage for all incoming and outgoing mails and parcels; local and international
  • Implement administrative initiatives and enforce procedures ensuring compliance with office policies
  • Arrange temporary accommodation for new employees relocating to Singapore
  • Responsible for successful implementation of the office Wellness Program initiative
  • Support organisers with coordination of internal and external events (training, meetings, office parties, team outings, away days, etc.) such as budget management, catering, venue set up for presentation or meetings, preevent preparations, RSVPs, etc.
  • Miscellaneous other duties as assigned by the Office Manager
Secretarial (20%)

  • Management of MD's calendar and appointments ensuring an efficient use and allocation of the MD's time
  • In collaboration with the MD schedule reoccurring meetings and events in advance
  • Travel arrangements for the MD; includes booking of air tickets, hotel accommodation, transportation and agenda
  • Prepare expense claim for MD and ensure timely and accurate reimbursement
  • Maintain confidentially at all times
  • Miscellaneous other duties as assigned by the Managing Director
  • As a representative of the MD, maintain a professional decorum with clients and other members of the senior management team

Qualifications:

  • At least 5 years of previous experience in office administration in a fast paced environment
  • Strong command of the English language; written and spoken
  • Requires a minimum of "O" Level education
  • Observes confidentiality at all times
State the minimum qualifications required to successfully perform the job. These are the qualifications that are necessary for someone to be considered for the position.

All qualifications must comply with provincial human rights legislation.

Qualifications include:

  • Education
  • Specialized knowledge
  • Skills
  • Abilities

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