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Assistant Admin Manager

2 weeks ago

Jurong East, Singapore Talent Match Recruitment Consultancy Pte Ltd Full time

Key Responsibilities
- Budgeting activity and Expenditure Monitoring.
- Maintain, operate, and improvement of office processes, administrative systems and office facade to ensure the smooth running of company business.
- Upkeep and maintain admin procedures and documentation for audits, risk assessments periodically.

**Job Description**:

- Flights/ Hotel/Visa/ Transport arrangement and reservation, if any.
- Maintain, operate, and improvement of office processes, administrative systems and office facade to ensure the smooth running of company business.
- Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities (i.e., Aircon, Cooling Tower, Chiller, Vending machine, Cardboard/eWaste, Bin Clearing, Door Access).
- Purchase requisitions processing (e.g., Newspapers, Stationery, Envelopes, Legal fees, Name cards, Water, Freebies for Customer) via Coupa.
- Coordinate with external service providers (e.g. courier services/despatch, office maintenance schedules, and etc.). Manage service contracts and price negotiations.
- Franking machine top-up and servicing. Postal services
- Dockets updating, Franked mails drop off at post office.Budgeting activity and expenditure monitoring.
- Rental van coordination and servicing reminders for Service CEs.
- Uniform management for Service Department (T-shirts and pants). Coordinate with tailor and suppliers.
- Safety Management Officer (SMO) for Teban to assist in the implementation, coordination, and monitoring of Safe Management Measures at the workplace.
- Upkeep and maintain admin procedures for audits, risk assessments periodically.
- Liaise with various government agencies (NEA, SCDF, MOM, JTC etc.) on surveys and inspections.
- Document support for Sales - Purchase of updated ACRA, Insurance certificates, financial statements for sales tender documents. Assist Sales to answer questionnaires as & when required.
- Process and order of Sales Freebies - A4 paper delivery to customer, track and preparation of shopping vouchers for Sales Department. Attend BSA Monthly Sales Meeting.
- Contractor management - Managing Cleaners and Security within the premise to ensure cleanliness and safe operation. Ensure proper records are maintained.
- Coordinate and maintain Fire Safety Committee organization chart, Emergency Response
- Plan update and monthly committee meetings with the Fire Safety Manager. Arrange and conduct Fire drills and ensure compliance with fire safety regulations.
- Raise purchase & asset disposal requests.
- Office renovation and relocation issues.
- Event organizing, assistance and follow-ups i.e. Kickoff, WPC.
- Any other duties and responsibilities that may be assigned to you by the management from time to time.Requirements:
**Requirements**:

- Must-have skills
- Minimum diploma education with more than 5 years’ experience
- Proficiency in MS Office suite
- Strong communication skills (written & verbal)
- Excellent organisational and prioritisation abilities. Ability to work under deadlines and to accommodate last-minute changes
- Good-to-have skills
- Proactive approach
- Negotiation skills
- Meticulous and attentive to details.
- Team player who can work independently with mínimal supervision

**Job Type**: Contract
Contract length: 12 months

Pay: $4,000.00 - $4,500.00 per month

**Benefits**:

- Dental insurance
- Health insurance
- Professional development
- Promotion to permanent employee
- Work from home

Schedule:

- Day shift
- Monday to Friday

Supplemental pay types:

- 13th month salary

**Experience**:

- System administration: 1 year (preferred)
- Facilities management: 1 year (preferred)

Work Location: In person