Office Administrator

1 week ago

Singapore Esplanade – Theatres on the Bay Full time

We are looking for office administrator to provide reception duties with the objective of enhancing the frontline corporate image of the company. The office administrator will assist in the maintenance and purchasing of office equipment (as and when required) and to ensure that support services to the staff are uninterrupted and seamless. Besides administrative support, the office administrator manages correspondence (postal and mail) are communicated to the receiver promptly and correctly.

The role includes providing administrative support to Chief Marketing Officer, managing and liaising with related parties on arrangements of appointments and selected Depts.

This position also provides basic administrative support to Chief Marketing Officer and to Relationship Management team.KEY RESPONSIBILITIES

1. Reception duties

Mann the reception counter during the specified working hours.

Organise and maintain the reception waiting area so as to keep the area clean and tidy (as well as presentable and welcoming to visitors and guests).

Answer calls according to company standards and professionally, respond to queries knowledgeably and effectively.

2. Office Supplies

Co-ordinate the purchase and issue of stationery, pantry supplies and first aid supplies.

Source for quotations for non-standard requests of stationery and/other office supplies once needs are ascertained and approved by supervisor.

Submit invoices for approval for general procurements and Other Department colleagues/Heads’ approval for specific festival/events related specialized supplies procurement before sending to Finance to generate payment to vendors.

3. Office desks, meeting rooms, pantries, equipment and maintenance

Ensure proper setting up of working stations for staff and office systems are well maintained.

Ensure the availability of work desks, telephone extension lines system as well as pedestal / cabinet keys system are well managed, controlled and updated systematically and periodically.

Ensure that meeting rooms are neat, tidy and equipped with teleconferencing facilities, conducive for use by users.

4. Department administrative functions

Generate and submit billing reports for utilities e.g. newspapers, postage, local and international couriers, various telephone/IT subscriptions and usage, desktop printers and photocopier rentals and usage to Finance at the end of every month.

Fixed assets inventory

Arrangement of local and international courier services

Records management including working with supervisors on the management of significant institutional / historical records on the development of the National Performing Arts Centre handed over by respective departments, proper storage, indexing and scanning to maintain soft copies of the files where possible.

Provide basic administrative support to Chief Marketing Officer (CMO), liaising with related parties on appointments/meeting arrangements, ensuring that her calendar schedule is well manage.

Provide basic administrative support to Relationship Management (RM) department.

KEY JOB REQUIREMENTS

Minimum "O" levels

At least 2 years' relevant working experience.

Good written/spoken communication skills

Not Specified

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