Executive Office Operation

**Location**
- Singapore, Central Singapore**Job Type**
- Permanent**Salary**
- $2,500 - $4,000 Per Month**Date Posted**
- 4 hours agoAdditional Details

**Job ID**
- 101957**Job Views**
- 1Roles & Responsibilities

**Sales & Administrative Assistant**
- Handle Reception related works ( eg. answering the telephone, taking messages, ushering visitors / vendors, Ordering & receiving food deliveries etc... )
- Handle & response to sales & administrative enquiries from internal & external customers
- Ensure office tidiness & quality cleanliness standards ( especially in the meeting rooms & pantry areas ) carried out by the office cleaning teams.
- Updating of staff phone/extension directory list.
- Office Keys management ( record, issued, collection & keys duplication request )
- Data Entry/ Scanning/ Filing/ Documentation / Report management
- Liaise with Building Management team & appointed vendors for general office correspondence & maintenance issues /requests
- Generate Purchase requisitions, maintenance and inventory monitoring of office assets & supplies,
- Coordinating between departments and operating units in resolving day-to-day administrative, operational & sales support requests
- Booking, Organise, Coordinating & supporting corporate meetings, seminars & events with internal departments ( eg. Sales/Delivery/Project & HR Teams etc.. )
- Providing transport logistics and administrative support for client/senior management meetings/Trainings, Onboarding Team, IMG & HR. etc.
- Handling Mailroom related works ( eg. Local/ International courier, Distribution & receiving of mails.
- Handling & Coordinating office related maintenance and repair work requests. ( eg. copier/printer/projectors/vending machine/water dispenser etc.. )
- Handling & Coordinating Aircon extension, temperature adjustment & servicing requests with building landlords / vendors
- Handling & Coordinating Physical Security related works. ( eg. Ensuring guests/vendors sign in at the reception & was escorted by relevant staff at all times )
- Prepare, obtains the required management staff signature, track & follow up on International courier of documents with recipients
- Preparing business correspondence (often using word processing, spreadsheet, and presentation computer software) Eg. providing Invite letters for Business Visa and EP.
- Timely Invoice verifying, processing & submission to payment processing teams
- Provide support to the sales team as and when required
- Assist in Admin department budget/report tracking
- Maintenance of Admin Store Room storage items ( if applicable )
- Record & updates of employee Seat Allocation information in your respective region & office building.
- Handling of Access Card Control System. ( eg. Inventory control of Access Card/ID Badges/Guest passes/ Server room/No due clearance/Temp Access Cards/CCTV registers etc. )
- Generating & Sending Weekly/Monthly Physical Security reports, mail reminders for Clearance.
- Takes the initiative to review & response to routine admin requests & forwards urgent issues to appropriate individuals in the absence of Admin Assistant Manager /Senior Manager/Head ).
- Any Ad-hoc work instructions given by Admin ( Assistant Manager /Senior Manager/Head ).

**Required Skills**:

- Minimum 2 years of relevant experience
- Good written & verbal command of English
- Proficient in MS office (ie: MS Word and Excel)
- Good communication & interpersonal skills
- Takes Initiative, Responsible, Meticulous & Organized in work
- Able to multi task & work in a team with mínimal supervision
- The ability to work in a multi-cultural environment
- Able to start work within short notice / immediat

Tags

executive

office

operation