Senior Admin Associate

**About the role**

CGS International Securities Pte. Ltd. (CGS International) is an award-winning and market leading integrated financial services provider, ranked among the top securities houses in Asia.

CGS International taps on our wealth of global and ASEAN insights to offer equities trading, leveraged products, wealth management, investment banking, equities research, Shariah-compliant financing, fixed income, currency and commodities, structured products and prime brokerage services in over 15 countries and regions.

Along with its parent organisation China Galaxy Securities, a leading securities house in China, CGS International is trusted by more than 15 million customers globally.

**Responsibilities**:
**Administrative**
- Establish clear, concise, and accessible administrative SOPs to ensure consistency and efficiency in daily operations.
- Conduct regular reviews and updates of existing SOPs to ensure relevance and effectiveness.
- Ensure Admin policies and procedures are up-to-date, compliant with regulatory requirements, and aligned with the organization's strategic objectives.
- Develop and implement new Document Archival Policy for SG office and Group.
- Submit and review all Admin PRs in the P2P system, ensuring that all supporting documents are accurate, and cost breakdowns are allocated to the correct cost centres.
- Submit invoices, including tax breakdown, into the P2P system, ensuring all payments are processed timely to meet the Finance monthly cutoff.
- Coordinate the onboarding process for new Suppliers/Vendors into the P2P system and act as a liaison point for existing Admin & Facilities Suppliers/Vendors.
- Coordinate the onboarding process for new Suppliers/Vendors into the P2P system and act as a liaison point for existing Admin & Facilities Suppliers/Vendors.
- Carry out annual supplier reviews (including RFQs, service agreements, and other relevant documents) and Suppliers' Non-Outsourcing Agreements and Vendor Performance Assessments.
- To keep the Administration SharePoint site up to date, ensure that the internal phone directory and corporate hotel agreement are updated.
- Keeping track of monthly energy CO2 usage readings for ESG.
- Consolidate and coordinate yearly red packet orders from all departments.
- Manage external cleaners and tea ladies for both floors.
- Handle requests for Driver’s services, ensure schedule is updated on time and accurately.Any other administrative duties assigned when required.

**Archive Management for SG Office and CGSI Group**
- Work with Group Project Committee and CGSI countries appointed Local Lead Archivists to establish a comprehensive records management framework to ensure the accurate, secure, and compliant management of records for Group.
- Preparation of archives development plans and annual workplans
- Development of documentation archiving and archival management systems
- Supervising and guiding the archives work of all local departments and local subsidiaries
- Handling the collection, sorting, storage, appraisal, statistics, utilization, and digitization of archives
- Organizing promotional activities, training, research, and professional exchanges related to archivesManaging the transfer of overseas archives

**Facilities Management**
- Facilitate requests for meeting room approvals (Boardroom & Co-Working Space).
- Manage logistics requests for company events both internally and externally as needed (including Play-recreation area set-up). Coordinate with Secretaries for Group CEO’s office events, including standby for overseas guests’ visits.
- Cover for the Manager’s duties when he is absent. (e.g. Managing access card requests, handling supplier servicing teams for maintenance, Service Agreements / Contracts maintenance, etc.).Any other FM duties assigned when required.

**Job Requirement**:

- Language(s): English and Chinese to liaise with our China counterparts
- Mandatory Skills: Microsoft Office, Speed Typing.
- Good with PCs and will perform basic checks.
- Able to multitask and retrieve any required data on time.
- More than 10 years of experience working in Administration department.
- Min. Diploma in Business Administration
- Independent and Resourceful.
- Able to maintain confidentiality and exercise discretion in handling sensitive information.