Assistant administration

3 weeks ago


Singapore Methodist Welfare Services Full time

Responsibilities
Attend to all incoming calls and redirect to the respective officer in-charge.
Make timely and important announcements through the Public Address (PA) system to notify all staff as required.
Maintain ENH’s Visitor Management Software.
Ensure that all visitors adhere to prevailing Safe Management Measures by AIC/MOH, if applicable.
Handle any queries or feedback from visitors and escalate any concerns or incidents to the Senior Manager - Operations for immediate assistance or contact SPF directly if timely intervention is warranted.
Receive and direct visitors, contractors, and delivery personnel promptly, adhering to MOH/AIC’s prevailing advisory, if applicable.
Ensure proper recording of visitors (NOKs, Sponsors/Donors, Volunteers) with the Visitor Management system and staff movement.
Perform administrative and clerical duties including photocopying, distributing all incoming and outgoing mails, incoming faxes, requisitioning of stationery/office supplies, and ordering of staff name tags/name stamps/company chops/name cards/fruit baskets, etc.
Ensure all medical specimens are dispatched in a timely manner daily when required.
Receive deliveries including letters and goods (including online purchases by staff) on behalf of various stakeholders.
Issue meeting room keys based on reservations and ensure all meeting rooms are locked after use. Ensure all whiteboard markers in the meeting rooms are usable.
Support the Finance department in the collection of payments by NOKs/residents.
Manage keys in the Key Press at the Reception counter as well as aircon/projector remote controls for the meeting rooms and mouse and power cable for shared laptops in the meeting room. Maintain proper records for the issuance of room keys with related items, e.g., remote controls, etc.
Support transport requests with Optimo Route software and liaise with drivers for ad hoc/urgent requests.
Track issuance of ART kits.
Generate monthly reports for postage stamps and ART kits.
Update the phone list.
Undertake any other duties assigned by the Reporting Officer, Senior Manager, or Head of Centre (HOC).#J-18808-Ljbffr



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