Administrative Officer
4 days ago
About Allkin
Founded in 1978 as Singapore's first family service centre, Allkin Singapore (formerly known as AMKFSC Community Services) is a leading community-driven social service agency that believes everyone has the potential to create positive change, regardless of age, race, or background.
Through our service offerings, strategic partnerships, and community initiatives, we unlock opportunities for vulnerable individuals and families to overcome life's challenges, pursue a brighter future, and inspire others to do the same. Today, Allkin uplifts and journeys with diverse communities such as children, youths, families, and seniors at close to 40 touchpoints across Singapore.
The Office Administrator ensures the smooth and efficient operations of the Corporate HQ working and meeting spaces by managing administrative tasks, coordinating office activities, and supporting team members.
This role involves overseeing daily operations, maintaining organisational systems, and serving as the primary point of contact for office-related needs. The role also supervises the cleaning of the HQ space to ensure a conducive environment for staff and users.
The Office Administrator also supports the S&T Division leadership in administrative tasks such as tracking of Division expenditure, updating of staff data and procurement for the Division. This role will also provide administrative support to the Shared Services Division as and when needed.
Roles & Responsibilities:Office Administration- Supervise cleaner/cleaning vendor to ensure the HQ spaces and workstations are clean, tidy and functional at all times.
- Maintain office supplies inventory for HQ spaces and procure as needed via established processes and systems.
- Maintain administrative records in relevant online and/or hardcopy repositories, and handle office mail or deliveries as required.
- Coordinate, maintain and update records of HQ office assets where necessary.
- Perform administrative work for meetings as required, such as setting up presentation equipment, printing materials, and ordering refreshments.
- Coordinate with relevant colleagues and contractors to ensure timely and appropriate access to HQ office facilities and maintenance/repair of office facilities and equipment (e.g., office printer, air-conditioning).
- Ensure plants are watered and rooms aired daily to maintain office upkeep.
- Work with cleaning services/cleaner to ensure meeting rooms are clean, tidy and functional at all times.
- Manage administration of HQ meeting room bookings, ensuring responsible use and proper cleanup after each use.
- Ensure tables, chairs, boards and other equipment in the meeting rooms are in good working condition and arrange repairs as needed.
- Ensure pantries are clean and well-stocked with refreshments and healthy snacks.
- Regularly clean pantry equipment and fittings such as refrigerators, kitchen sinks, and microwaves.
- Supervise cleaning company/cleaning staff to ensure regular cleaning of office and meeting spaces, per the cleaning list.
- Ensure toilets and pantries are regularly cleaned and disinfected to maintain high hygiene standards.
- Ensure pantries and toilets are stocked with essentials like paper towels, dishwashing liquid, hand soap, and toilet paper.
- Support S&T Division Leadership in tracking division expenditure and balance.
- Liaise with Finance department as needed to extract necessary financial data for Division Leadership.
- Assist Division Leadership with procurement matters, adhering to agency’s Procurement and Finance Policies.
- Timely update and maintain S&T division repository of staff data (birthdays, addresses).
- Perform other duties as assigned from time to time.
Candidate Profile:
- Diploma in any field or specific administrative qualifications.
- 5 years of experience in an administrative function (e.g., office administration, HR operations, Finance operations).
- Good written and oral communication skills.
- Able to connect with others and establish efficient working relationships.
- Proficient with MS Office tools and other IT enabling solutions.
- Detail-oriented, persistent in follow-up, and able to manage multiple priorities.
- Self-starter, resourceful, and resilient with a strong sense of responsibility.
This role will be based at our Corporate HQ in Ang Mo Kio.
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