Office Administration Executive

2 weeks ago

Singapore KODA LTD Full time

**Summary of Job
To be successful in this role, you need to have a service mindset and the will to go beyond your job description.

This role reports to the Executive Director, Finance & Administration. Your key role is to ensure that overall well-being of the Company’s administrative processes and your major duties include: managing all corporate travel requirements, ensuring the timely consolidation & submission of expense reports, managing the cost-effectiveness of OEM procurement and supplies and managing the use of office facilities for Board and Management meetings.

**Main Responsibilities
**_CORPORATE TRAVEL REQUIREMENTS _**
- Familiar with the latest rules and regulations in relation to overseas travel and provide timely advice to our office travelers.
- Prepare and submit expense claims relating to all travel arrangements to Executive Director for approval.

**_OFFICE ADMINISTRATION _**
- Managing the calendar and schedules for Chairman and Executive Directors;
- Familiar with the booking requirements for golf courses as well as entertainment suggestions for Management as required;
- Responsible for the overall administrative requirements of the office:

- setting up conference rooms for purpose of Board meetings or corporate meetings with external and internal parties.
- Set up Zoom meetings and/or other forms of online conferencing requirements such as video-conferencing, etc.
- coordinating all resource requirements for in-house training and meetings.
- attending to phone enquiries and all local and overseas mails
- procurement of office equipment & machines (OEM) and supplies and
- upkeeping the pantry requirements

**_OTHER DUTIES _**
- Work closely with HR & Admin department to provide administrative support as required.
- Attend to any other administrative matters as assigned by Management and/or immediate supervisor.

**Requirements**:

- Attained at least a Diploma in Administration or similar qualifications.
- At least 3 years of experience in office administration, including familiar with corporate travel formalities and requirements.
- Must be proficient in written and conversational English and Mandarin (an added advantage)
- Good communicator and possess excellent relational skills.

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