Admin Specialist

2 weeks ago


Singapore KINGFISHER RECRUITMENT (SINGAPORE) PTE. LTD. Full time

About The Company
Our client is a leading software provider across the region. With offices across the globe, they aim to aid businesses in their digital transformation journey through cutting-edge technology products. As business activities continue to pick up, they are currently seeking an Administrative Specialist to join their team.

Your Future Role:

Reception

  • To be the first point of contact for all visitors, calls/faxes and to redirect calls to the relevant departments
  • To manage the company post, ensuring that all post is collected daily and on time, special/recorded delivery items are sent correctly
  • Procure postal and courier services as and when required
Travel Desk

  • Book travel arrangements including flights, train tickets, hotels, rental cars etc. for local and international staff
  • Coordinate multiday itineraries and travel arrangements for international staff, liase with their department and act as first point for the visitor
Office Administration

  • To ensure the smooth running of the office.
  • Ordering office stationery and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.
  • Organize and coordinate internal events, like quarterly events and trainings
  • Other administrative duties as required
  • Liase with facility manager, e.g. regarding office lease paperwork, rental of parking spaces etc.
  • Maintain lists for office keys, simcards, parking cards etc.
  • To be responsible for facilities management including the organization/supervision of office maintenance, repair work and cleaning contractors.
  • To be responsible for health and safety for the office, and fire evacuation procedures.
Finance

  • Scanning local invoices, obtain approval and sending to SSC
  • Archiving of invoices and expense reports
  • AR collection support on case to case basis
  • Support Finance team for all overdue invoices and credit issues.
  • Ensure communication between crossfunctional departments to ensure backlog invoices are paid or identify issues with customers
Sales Administration / Legal

  • Support sales team with contract archiving (e.g. when physical copies need to stay in country) & ensure contracts are countersigned and copies sent to customer and stored in Contracts repository, depending on country organisation
  • Support required levels of communication with other internal members to ensure orders are booked through to invoicing.

Onboard Process for New Employees:
Communication to all govt departments, ordering SW/HW Infrastructure, SIM Card, Health Insurance process, Access Keys, Stationery, together with HR

Requirements:

  • At least 2 years relevant experience in business operations, administrative work and travel arrangements
  • Excellent command of written and spoken English
  • Knowledge and ability to use proficiently standard office computer software, including word processing, databases and spreadsheets
  • Ability to demonstrate trust and confidentiality in the provision of administrative support Welldeveloped time management skills and the ability to prioritize
EA Licence: 17C8713
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