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Administrator, Operations, Singapore

3 weeks ago

Singapore Fitch Group Full time

**Company Overview**:
Dual-headquartered in New York and London, Fitch Ratings is a leading provider of credit ratings, commentary and research. Dedicated to providing value beyond the rating through independent and prospective credit opinions, Fitch Ratings offers global perspectives shaped by strong local market experience and credit market expertise. The additional context, perspective and insights we provide help investors to make important credit judgments with confidence.

Fitch Solutions delivers credit market data, analytical tools and risk services to the global financial community. In addition to offering proprietary market-based content, Fitch Solutions distributes the ratings, research and financial data of Fitch Ratings through a variety of flexible platforms. With innovation and experience behind every solution, Fitch Solutions helps financial professionals meet the diverse and evolving needs of today’s global markets.

Fitch Ratings and Fitch Solutions, along with Fitch Learning and BMI Research, are part of the Fitch Group, a global leader in financial information services with operations in more than 30 countries. Fitch Group is majority-owned by Hearst.

**Office Overview**:
The Fitch Singapore office has a mixture of analytical, business development, operations and sales (based off-site) staff. Together with the Operations Manager, the Administrator works closely with the Finance Manager and IT to support the local office of approximately 70 employees.

**Role Profile**:
The incumbent will be responsible for providing administrative and office support to the Operations Manager as well as managing general office operations. The individual will also have an opportunity to be involved with ad hoc projects both local to Singapore and the wider region.

Responsibilities include, but are not limited to:
**Reception**
- Answer the main Fitch telephone line, greeting callers professionally
- Greet visitors to the office and offer refreshments
- Review and distribute incoming mails and prepare outgoing correspondence
- Organize meetings and video conferences; preparation of meeting rooms for video conference sessions and interaction with IT; distribution of documents and dial-in/video conference details

**General Office Management**
- Assist with general tasks including filling printers with paper and changing toners, printing / binding of training or marketing materials
- Organizing office functions / activities, e.g. Town Halls, team building events
- Maintain and build relationships with vendors / external stakeholders
- Restocking pantry and office stationery supplies, organizing stationery in the cabinets, printer call outs, staff business cards
- Ensuring general maintenance of the office, proactively highlighting issues to building management and Operations Manager when needed
- Provide customer service (internal and external); respond to request for materials, and provide information within scope of knowledge
- Assist in office relocation and minor Additional & Alterations project
- Act as liaison with IT, Finance and Facilities
- Fire Warden - training provided

**Administration**
- Making travel arrangements in accordance with the internal Global Travel & Expense (T&E) Policy and arranging accommodation for overseas visitors as needed.
- Supporting the Operations Manager on administrative matters such as arranging office and building access cards, subscriptions and office equipment maintenance contracts
- Maintain office telephone, hotel, corporate mobile phone, vendors, contracts and access cards listings
- Manage file maintenance (electronic and hard copy) to comply with department, regulatory and compliance directives
- Providing cover when the other Administrators are on leave for matters related to travel and administration and to a certain extent, Operations Manager
- Archive documents, arrange to send the boxes to offsite storage, retrieve archived files from offsite storage, maintain listing for these documents
- Assist Operations Manager with ad hoc tasks e.g. procurement, Covid-19 related
- Act as a Safe Management Officer - training provided
- Maintain the office intranet pages - training provided

**HR / Compliance**
- Setup workstation (stationeries and access cards, etc.) for new joiners and removal for leavers
- Maintain MAS CRA Rep register

**Accounts**
- Download invoices, attach relevant supporting documents to invoices, check accuracy of information on invoices, send to Operations Manager for approval
- Create / modify SAP vendor forms, send to SAP team and follow-up on progress

**Personal Specification**:
**Essential Requirements**
- A minimum of 2-3 years’ experience in a similar role is preferred
- Previous experience of working with expatriates, multi-national corporation would be beneficial
- Excellent communication in both written and verbal English
- Proficient use of MS Office and MS Outlook
- Diploma holder in Administrative Management or related discip