Administrative Operations Coordinator

1 week ago

Singapore beBeeOperations Full time

Job Description:

We are seeking a highly skilled Administrative Operations Coordinator to join our team. As an Administrative Operations Coordinator, you will be responsible for providing administrative support to ensure the smooth operation of our office.

You will be the first point of contact for visitors and staff, managing front desk duties, mailroom services, and facilities management. Your role will involve sorting, distributing, and updating mail records, as well as coordinating with mail vendors. You will also be responsible for maintaining and replenishing mail inventory, office supplies, and stationery.

In addition to these tasks, you will provide backup reception duties during lunch hours and support office facilities management activities. You will set up meeting rooms and perform other duties as assigned by management.

Key Responsibilities:

  • Printing, production of documents
  • Digital scanning - scan, sort and index documents
  • Data entry of materials from source documents to system
  • Ensure printers/copiers are functioning to service level
  • Replenish office printing paper/toner on all office printers/copiers
  • Maintain firm's branded printing materials
  • Perform 1st level troubleshooting on equipment faults, place service calls when needed
  • Sort, distribute all inbound mail items (courier, mail, registered, inter-office)
  • Regular updating of mail records
  • Coordinate with mail vendors on courier, mail for external dispatch
  • Perform daily mail runs within the office for distribution and collection of mails
  • Maintain and replenish mail inventory, office & pantry supplies/stationeries
  • Support record management and document archiving
  • Support confidential waste collection activities including escorting vendor on collection rounds, witnessing onsite destruction activities
  • Utilize software and mail applications where applicable
  • Backup Reception duties during lunch hours
  • Support office facilities management activities
  • Setup meeting/board rooms
  • All other duties as assigned

Requirements:

  • Diploma and above
  • 2 years' relevant experience
  • Proficiency of Microsoft Office suite (Word, PowerPoint, Excel)
  • Good communications skills, attention to detail and reliability
  • Willing to learn and be able to work under pressure and overtime as required
  • Ability to priorities and handle multiple tasks
  • Work in a collaborative and team-oriented environment
  • Only Singaporean
  • Candidates who have supervisory experience will be considered for the leadership role

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