Office Coordinator

2 days ago

Singapore NAVICO ENGINEERING PTE. LTD. Full time

About NAVICO ENGINEERING PTE. LTD.

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We are a dynamic engineering firm that requires an exceptional Office Coordinator to join our team. This is a unique opportunity for a highly organized individual to contribute to the success of our organization.

Job Summary

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The successful candidate will be responsible for providing administrative support to our senior managers, ensuring seamless day-to-day operations and delivering exceptional service to our clients.

Responsibilities:

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  • Produce and distribute correspondence memos, letters, faxes, and forms efficiently.

  • Maintain a well-organized filing system, ensuring easy access to important documents.

  • Order office supplies in a timely manner to prevent stock depletion.

  • Submit and reconcile expense reports accurately to facilitate smooth financial management.

  • Provide exceptional customer service by answering queries and addressing client concerns promptly.

  • Develop presentations and reports using Microsoft PowerPoint and Excel.

  • Generate invoices and monitor their status to ensure timely payments.

  • Contribute to the growth and development of junior staff members by sharing knowledge and expertise.

  • Ensure the maintenance and repair of office equipment to prevent downtime.

  • Manage inventory levels, ordering supplies as needed to maintain optimal stock.

  • Perform various administrative tasks such as typing, copying, binding, and scanning documents.

  • Organize travel arrangements for senior managers, including flights, accommodations, and transportation.

  • Implement effective computer and manual filing systems to enhance data security and accessibility.

  • Handle sensitive information with discretion and confidentiality.

  • Take accurate minutes during meetings to facilitate decision-making and record-keeping.

  • Coordinate office procedures, ensuring seamless day-to-day operations.

  • Respond to inquiries via email, phone, or in-person, providing prompt and courteous assistance.

  • Resolve administrative issues efficiently, minimizing disruptions to our operations.

  • Receive, sort, and distribute mail and packages in a timely manner.

  • Manage staff appointments, ensuring efficient scheduling and attendance tracking.

  • Supervise and oversee the work of junior staff members, providing guidance and support as needed.

  • Maintain up-to-date employee records, ensuring compliance with regulatory requirements.

  • Coordinate repairs to office equipment, minimizing downtime and ensuring business continuity.

  • Implement clerical duties and administrative processes, enhancing operational efficiency.

  • Conduct data entry, maintaining accurate and up-to-date records.

  • Confirm restaurant reservations for senior staff members, ensuring convenient dining arrangements.

Requirements and Qualifications

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To succeed in this role, you will need:

Education: A diploma or degree in Business Administration or a related field.

Skills:

  • Excellent organizational and time management skills.

  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).

  • Strong communication and interpersonal skills.

  • Able to work independently and as part of a team.

  • High level of discretion and confidentiality when handling sensitive information.

  • Ability to learn new skills and software quickly.

  • Familiarity with inventory management and supply chain logistics.

  • Experience with data entry and record-keeping.

  • Basic understanding of accounting principles and practices.

  • Knowledge of preventive maintenance and equipment repair.

Work Experience: A minimum of 2 years of experience in a similar administrative role, preferably in an engineering or technical environment.

Salary: SGD 45,000 - 55,000 per annum, commensurate with qualifications and experience.

Benefits:

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We offer a competitive salary package, comprehensive benefits, and opportunities for professional growth and development.

Contact Information:

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Please submit your application, including a cover letter and resume, to us.

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