Administration Assistant

**Purpose**:
Contributes to the overall success of the Administration team in Singapore ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team's business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

The incumbent will be responsible in covering the role of a receptionist and providing general administrative support. He/she will handle all incoming calls for the Singapore Office (BNS Singapore Branch and BNS Asia Ltd), in a professional responsive and courteous manner. The incumbent is to ensure all administrative matters are maintained in a manner consistent with established and prescribed procedures.

**Duties and Accountabilities**:

- Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
- Understand how the Bank's risk appetite and risk culture should be considered in day-to-day activities and decisions.
- Actively pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
- Maintaining strict adherence to Bank and Branch Security Procedures and Policies, reporting unusual occurrences of fraudulent activity to the supervisor.
- Provide general and reception support for the Singapore Office by:

- Answering and directing calls to the appropriate staff members
- Receiving customers and visitors as necessary.
- Ensure good housekeeping of the front of house and meeting rooms.
- Ensuring the delivery of service fosters overall customer satisfaction, consistent with established and prescribed standards by:

- Being courteous and responsive in all interactions with customers.
- Maintain the confidentiality of customer information.
- Acquire and maintain a sufficient awareness of the Bank's basic product services and policies in order to respond to customer enquiries.
- Take full responsibility for all customer enquiries, concerns and complaints by referring the customer to the appropriate source.
- Provide administrative support to the Singapore Office by;
- Assist in making arrangements for the collection/retrieval of cartons for off-site archival storage facility.
- Maintain and upkeep general mailbox.
- Update the distribution list (i.e SG Communications)
- Facilitate the issuance and handling of corporate mobile phones, SIM cards, and business cards through corporate vendors.
- Assist in the internal and external mail distribution in the Singapore Office.
- Assist in the communication of circulars, notices and memorandums for the Singapore Office.
- Ensure a well-stocked office supplies such as facilities, pantry and stationery items within the given budget.
- Ensure that all administrative expenses are recorded.
- Manage all incoming/outgoing mails via local and overseas courier.
- Support setting up of meeting rooms for events or workshops including replenishing water bottles, catering food or snacks.
- Provide back up support to Workplace Facility Officer where necessary.
- To assist Supervisor in any other administrative matters/tasks as assigned.

**Education I Experience I Other Information (include only those that are specific to the role)**
- The incumbent requires a pleasant and courteous telephone manner in order that incoming/outgoing calls can be completed in an efficient and professional manner.
- Proven work experience either as a receptionist and/or administration officer/assistant officer in a banking environment.
- Good communication skills as well as an awareness of the Bank's services are essential.
- Organised and attention to details.