Office Administration Executive

1 day ago

Central Region, Singapore RecruitFirst Pte. Ltd Full time $104,000 - $130,878 per year

RecruitFirst is hiring You will be outsourced to:

Location:Central

Duration:3 months contract (subject to conversion)

Working Hours:Mon – Fri: 830am to 6pm

Salary:Up to $5000 per month (based on experience)

Job Description:

Facilities Management (40%)

  • Supervise and coordinate facilities maintenance, ensuring a clean, safe and well-functioning work environment.
  • Manage vendors and contractors for facilities related support services.
  • Manage fitting out works or minor renovation for company as and when needed.
  • Support staff when there are facilities related issues and rectify the problem such as aircon FCUs and ceiling water leakage, spoilt doors handle, lighting tube change, power trips etc
  • Plan, manage and engage with vendor for relocation department within our premises.
  • Liaise with Landlord management RQAM regarding facilities matters.
  • Managed landlord access portal (By the bay app) regarding access to ground floor gantry turnstile, season parking for internal staffs.
  • Involved in fire drill (Fire Warden), building yearly power shutdown. To ensure all essential equipment shut down and power up once everything up on landlord side.
  • In charge of all company phone line extension allocation to staff
  • Managed Microsoft teams phone portal (Administrator)

Security System management (30%)

  • Manage our security system portal that control our door access, smart lockers and CCTV.
  • Manage vendors if there is any issue related to security system.
  • Onboarding new joiners with access rights /allocation of seats / smart locker and ensure new joiners registered by the bay app for access into office.
  • On standby 24/7 in case there are issues or SMS alert alarm on any UPS / Basin booster pump leakage equipment triggered during office hours or after office hours including weekend.

Administration management matters (Support as and when needed 30%)

  • Responsible for purchase orders and liaise with business units on purchases such as corporate stationery, name cards, pantry items and any other purchases and services require from time to time.
  • Consolidate all invoices and charge out accordingly through the P2P procurement (DHL, Local courier services, singpost, Singtel, SP power, building leases rental, season parking, aircon extension billing, HP Copier breakdown usages and CISCO Iron Mountain breakdown for cartons storage for all depts including HR and admin) Source for products and services as and when needed.
  • Coordination of local and overseas courier (DHL and Espirt Consortium)
  • Manage delivery orders in office.
  • Updating company phone directory, arrangement of baby gifts, get well soon baskets and wreaths.
  • Liaise with vendors (Eg, Printers, Courier, Franking Machine etc)
  • Add-hoc –in charge of company driver schedule booking.
  • Remisier insurance claims thru AIA
  • Renew corporate hotels and update in Admin sharepoint
  • Flight and accommodation booking. (For seconded staff)
  • Manage company car schedule booking. (Business units and Management staff)
  • Consolidate red packet orders yearly

Requirements:

  • Min Diploma with preferably 2 to 3 years of Office Management and Administration experience
  • A pro-active individual, who is able to work independently and equipped with an eye for detail.
  • A responsive, responsible, well organized, and resourceful team player
  • Excellent written and verbal communication skills
  • Singaporeans only.

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