Far East Office Receptionist/Admin
Found in: Talent SG 2A C2 - 2 weeks ago
Position: Far East Office Receptionist/Admin
Reports to: MD Far East Office
Main Function:
Provide administrative support to Managing Director and staff.
Duties:
- Greet and welcome clients and visitors with a friendly and professional demeanor.
- Answer and direct phone calls in a courteous and efficient manner, taking messages when necessary.
- Manage incoming and outgoing mail, packages, and deliveries.
- Arrange courier services.
- Maintain a tidy and organized reception area, ensuring it reflects our company's professional image.
- Schedule appointments and meetings, and manage conference room reservations.
- Assist with basic administrative tasks such as filing, scanning, and data entry.
- Keep a record of annual leaves used by employees and inform HR Dept via email.
- Admin task for operations team, including and related to eFleetWatch.
- Interaction with landlords and with governmental authorities for renewals and any other procedure.
On a weekly /monthly basis:
- Assist with ordering office supplies and maintaining inventory levels.
- Collaborate with other departments to support various administrative needs.
- Handle sensitive and confidential information with discretion and professionalism.
- Coordinate travel arrangements and accommodations for staff members as needed.
- Take minutes for weekly (every Friday) office lunch meeting and distribute.
- Update Public Contacts list for Singapore Office.
On an annual basis:
- Update corporate hotel rates and coordinate with corporate office (liaise with HQ).
- Negotiate rates on stationery, supplies/service providers and vendors.
- Renew and replenish fire extinguishers and check on AED machine.
- Liaise with Head of Insurance for the Medical Plans.
Miscellaneous:
- Update staff’s personal data, handle staff employment passes with MOM
- Manage staff insurance issues, adding and terminating staff on group plan in always in direct communication with Head of Insurance
- Organize company events such as company dinner, staff birthday etc.
Competencies:
- High school diploma or equivalent; associate's or bachelor's degree preferred.
- Proven experience in a similar role as a receptionist or administrative assistant.
- Excellent communication and interpersonal skills, with a customer-centric approach.
- Strong organizational skills and the ability to multitask and prioritize tasks effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software.
- Attention to detail and a high level of accuracy in all work.
- Professional appearance and demeanor.
- Familiarity with office equipment such as multi-line phone systems, printers, and scanners.
- Excellent interpersonal skills maintaining confidentiality.
Tell employers what skills you have
Outlook
Front Office
Ability to Multitask
Microsoft Office
Travel Arrangements
Interpersonal Skills
Inventory
Landlords
Data Entry
Investment Management
Office Administration
Public Relations
Attention to Detail
Office Software
Administrative Support
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