Receptionist / Admin Executive (Corporate
1 week ago
**Responsibilities**:
1. Handling of visitors
To be able to fully support the organization in receiving visitors.
Ensure all visitors/contractors/guests are registered upon arriving.
Communicate to visitors in a pleasant and welcoming manner.
To provide our visitors/contractors/guests the best front desk experience
To ensure all access passes are accounted for.
To ensure no unauthorized personnel enter the workshop.
To escalate immediate for Security Incident.
To ensure new visitors/contractors watch the safety video
To ensure the workshop PPE for visitors are well maintained and readily for usage
To generate and conduct roll call for the visitors/contractors during emergency
2. Internal/External Courier Handling
a.
Handling courier to A*STAR and external parties (Important documents only
Contact Courier when delivery required before 11am for same day delivery
Separate documents to Human Resources, Finance Shared Services, etc
Know who key personnel are
b.
Handling Forwarder for overseas shipment
Contact forwarder for pick up when request comes in
Preparing shipping documents required by forwarder
Record in dispatch record (hardcopy book)
3. Administrative Area
a.
Mailbox
Open mailbox daily at basement
Assist to distribute mail to staff. Directors? mails to be handed to their Secretaries/Personal Assistants.
b.
Stamp inventory for mailing to external parties
Sign out stamps when issued to staff in Stamp Inventory Record
Restock stamps when required
c.
Manage L1 keys
All keys borrowing must be recorded in the Key Movement Record
Accountable for keys
d.
Manage stationery and pantry inventory for Level 1 Boardroom & Office.
Coordinate resupply once a week with Inventory in-charge for stationery and pantry
4. Goods Receiving
Inform requestor on purchases arrival
Check goods quantity and tally against delivery orders
Sign and acknowledge DO
Hands DO/invoices to ARTC Finance
Scanning of ALL invoices/Delivery Orders
Assist in SAP Good Received update
5. Admin Asset Inventory Management
To upkeep the admin asset inventory management and assist in admin purchases
To ensure the admin asset inventory record are updated timely and accurately
To liaise with vendors on the purchase of admin related items to replenish stocks
6. Miscellaneous
Activate the welcome board for VIP guests
Maintain 5S standards for Reception
Lights turned off after working hours.
Electronics are locked up after working hours.
JOB REQUIREMENTS
NITEC/ITE/Diploma in related field
Minimum 1 year of relevant experience in administrative support related work
Able to breakdown the assigned work into deliverable tasks and provide realistic timeline for
their completion
Demonstrated excellent verbal communication skills
Willing to be scheduled to work off shift hours in support of operations occasionally
Competency in Microsoft Excel and PowerPoint
A self-driven and meticulous individual who has a strong ability to multi-task and manage
projects
A self-driven and meticulous individual who is keen to pick up new knowledge and technology
Respect authorities and accountability positions
**Type of Employment**: Full-Time
**Work Location**: 3 Cleantech Loop
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