Business Administrator
3 weeks ago
Job Description
General Administrative Roles
· Oversee office facilities and liaise with landlord/ its agent/ building management agent/ maintenance
vendors to resolve office space related issues
· Handle incoming and outgoing mails, packages, deliveries, etc.
· Receive visitors
· Oversee and maintain overall office operations
· Liaise with cleaning providers for clean and comfortable workspace
· Continually improve functionality of the office
· Manage office supplies, office equipment and pantry supplies
· Act as a first point of contact for vendors/ suppliers/ providers, deal with correspondence
· Obtain Director’s approval for quotations
· Oversee purchasing and delivery schedule
· Perform administrative and office support activities, such as townhall meetings, lunch meetings
· Coordinate and maintain records for office
· Other general administrative matters
HR Roles
· On-boarding for new hires
· Maintain employees’ personal e-filing
· Off-boarding for leavers
· Other HR operations matters
Accounting Roles
The firm has an external accountant for bookkeeping, annual reporting, etc.
· Prepare and issue invoices directed by Directors, maintain the list
· Register and file invoices from vendors/ suppliers/ providers
· Receive cheque payments, bank-in cheques, update the list
· Supply information related to receivables, issued invoices, received invoices to the external
accountant
· Liaise with the external accountant for payrolls and payables listing
· Upload to payrolls and payables to the bank account
IT Roles
The firm has an external IT provider for maintaining networks, etc.
· Contact the external IT provider for IT issues
Quality Management System (QMS) Roles
· Assist Director-In- Charge on administrative aspects of QMS
Marketing Roles
· Assist Director-In- Charge on administrative aspects of marketing materials
Behaviours
- Handle confidential information with a high level of integrity and discretion
- Strong interpersonal, written and communications skills
- Meticulous, analytical, organized, resourceful, self-motivated, enjoy challenges, eager to learn new things
- Excellent organizational and time management skills, with the ability to multi-task and prioritise tasks
- Mature, adaptive and able to interact well with all levels
- Flexibility to adapt to a fast-paced and rapidly changing environment
- Ability to work independently and as part of a team
Requirements
- IT literacy and proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Teams
- Confident in learning and using computer software quickly
- Able to communicate effectively in English
- Diploma/ degree with prior experience in business administrative roles
Tell employers what skills you have
Outlook
Ability to Multitask
Adaptive
Microsoft Excel
Quality Management
Ability To Work Independently
Literacy
Landlord
Purchasing
Marketing
PowerPoint
Accounting
Bookkeeping
Microsoft Word
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