Admin Support Officer
1 week ago
**Objectives of the Role**
Responsible for the general office affairs including but not limited to daily office administration, events and facilities management, providing efficient and professional support to the team.
**Main Areas of Responsibilities**
**Office Support**
- Organize international travel itineraries, hotel, visa and other travel arrangements where required
- Coordinate internal and external meetings, conference (audio and video) calls and company events where required
- Answering calls to the office, manage physical mails, inward and outward courier
- Arrange and monitor signature of correspondences and corporate documents
- Manage inventory and procurement of office and pantry supplies
- Manage monthly vendor invoices such as telecommunication bills from the service provider
- Purchase-invoice coordination related - PO, PR etc.
- Liaison with vendors and monitor contract expiry for maintenance of office, equipment and tenancy lease agreement
- Document, contracts and agreement filing and archiving
- Support office and facilities management such as office renovation and office logistics planning
- Coordinate with building management on office maintenance and building security exercise, such as power-shut down, fire drills, etc.
- Manage security and access control for visitors, onboarding and offboarding of employees
- Ensure all activities and events are conducted in compliance, regulations, and SOPs for office management
- Manage the annual workplace risk assessment process with appointed vendor to ensure compliance with EHS Act
- Secretarial support to Managing Director in calendar management
- Main point of contact with Global IT team for IT support such as laptop setup for new joiners, Panasonic softphone set up, coordination on building power shutdown
**Cross-Functional Support**
- Backup support for Bill of Lading download from logistics service provider portal and distribute to the respective team member
- Backup support for Fiori product pricing update
**Job Requirements**
Education
Min. Diploma in any discipline
Working Experience
5 years of relevant experience in office administration
Technical & Professional Knowledge
Proficient in MS Office Applications
Meticulous and ability to multi-task
Proactive problem solver with good communication skills
Highly organized
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