Assistant Admin Manager

4 weeks ago


Singapore Talent Match Recruitment Consultancy Pte Ltd Full time

Key Responsibilities 

  1. Budgeting activity and Expenditure Monitoring.
  2. Maintain, operate, and improvement of office processes, administrative systems and office facade to ensure the smooth running of company business.
  3. Upkeep and maintain admin procedures and documentation for audits, risk assessments periodically.

Job Description: 

  • Flights/ Hotel/Visa/ Transport arrangement and reservation, if any.
    Maintain, operate, and improvement of office processes, administrative systems and office facade to ensure the smooth running of company business.
  • Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities (i.e., Aircon, Cooling Tower, Chiller, Vending machine, Cardboard/eWaste, Bin Clearing, Door Access).
  • Purchase requisitions processing (e.g., Newspapers, Stationery, Envelopes, Legal fees, Name cards, Water, Freebies for Customer) via Coupa.
  • Coordinate with external service providers (e.g. courier services/despatch, office maintenance schedules, and etc.). Manage service contracts and price negotiations.
  • Franking machine top-up and servicing. Postal services- Dockets updating, Franked mails drop off at post office.Budgeting activity and expenditure monitoring.
  • Rental van coordination and servicing reminders for Service CEs.
  • Uniform management for Service Department (T-shirts and pants). Coordinate with tailor and suppliers.
  • Safety Management Officer (SMO) for Teban to assist in the implementation, coordination, and monitoring of Safe Management Measures at the workplace.
  • Upkeep and maintain admin procedures for audits, risk assessments periodically.
  • Liaise with various government agencies (NEA, SCDF, MOM, JTC etc.) on surveys and inspections.
  • Document support for Sales - Purchase of updated ACRA, Insurance certificates, financial statements for sales tender documents. Assist Sales to answer questionnaires as & when required.
  • Process and order of Sales Freebies - A4 paper delivery to customer, track and preparation of shopping vouchers for Sales Department. Attend BSA Monthly Sales Meeting.
  • Contractor management - Managing Cleaners and Security within the premise to ensure cleanliness and safe operation. Ensure proper records are maintained.
  • Coordinate and maintain Fire Safety Committee organization chart, Emergency Response
  • Plan update and monthly committee meetings with the Fire Safety Manager. Arrange and conduct Fire drills and ensure compliance with fire safety regulations.
  • Raise purchase & asset disposal requests.
  • Office renovation and relocation issues.
  • Event organizing, assistance and follow-ups i.e. Kickoff, WPC.
  • Any other duties and responsibilities that may be assigned to you by the management from time to time.

Requirements:

  • Must-have skills
  • Minimum diploma education with more than 5 years’ experience
  • Proficiency in MS Office suite
  • Strong communication skills (written & verbal)
  • Excellent organisational and prioritisation abilities. Ability to work under deadlines and to accommodate last-minute changes
  • Good-to-have skills
  • Proactive approach
  • Negotiation skills
  • Meticulous and attentive to details.
  • Team player who can work independently with minimal supervision

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