Office Administration Coordinator

3 weeks ago


Singapore GAIA LIFESTYLE HOLDINGS PTE. LTD. Full time

GAIA LIFESTYLE HOLDINGS PTE. LTD., a rapidly growing Food and Beverage (F&B) and Shared Services Company, seeks an Office Admin Executive to provide support to the Office Admin Manager and other assigned personnel.

Job Overview

This role involves coordinating and assisting with day-to-day general administration duties, including managing phone calls, correspondences, paperwork, and reception tasks. The ideal candidate should possess excellent communication skills, a friendly and approachable personality, and be a good team player.

Key Responsibilities:
  • Coordinate and assist in general administration duties, such as managing phone calls, correspondences, and paperwork;
  • Assist with Employee Onboarding, preparing office equipment, stationery, and software;
  • Maintain office supplies, including business cards, stationery, pantry, water dispensers;
  • Make arrangements for ordering gifts, such as flowers, hampers, vouchers, and gift packages;
  • Manage office maintenance, aircon, toilet, printer, and cleaning services, liaising with external vendors and suppliers;
  • Provide support to the IT team, receiving delivery orders, checking invoices, and processing payment matters;
  • Check against the IT ticketing system for requests of IT equipment and assist in service delivery;
  • Coordinate and manage meeting room bookings when necessary;
  • Ensure the cleanliness and maintenance of meeting rooms and office facilities;
  • Assist in ordering and coordinating refreshments for meetings;
  • Arrange for courier services and handle incoming and outgoing correspondences;
  • Maintain admin databases, including staff contact lists, access card lists, office key lists, birthdays, and announcements;
  • Organize company functions and travel arrangements, if applicable;
  • Document standard operating procedures for all admin processes;
  • Perform ad-hoc duties as required.
Requirements:
  • Diploma/A Levels/ITE/Professional Certificate in any field;
  • Good disposition, interpersonal, meticulous, and detail-oriented with the ability to multitask;
  • Comfortable working in a fast-paced environment;
  • Possess a positive attitude to learn and grow with the company;
  • Proficiency in Microsoft Office is an advantage;
  • Able to work independently and as part of a team.
Estimated Salary:

$40,000 - $60,000 per annum, based on experience and qualifications.



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