Administrative Executive

4 days ago

Downtown Tanjong Pagar, Singapore ONG & ONG PTE LTD Full time $40,000 - $80,000 per year

DUTIES AND RESPONSIBILITIES

  • Receptionist duties of answering and directing calls to respective staff
  • Attend to walk-in couriers and deliveries or guests, general queries from staff
  • Handle incoming/outgoing correspondence, including mails/couriers and registered mails at Post Office
  • Manage the ordering of pantry and stationery items to ensure adequate supplies
  • Provide support for Security Access System and printer codes
  • Coordinate documentation for admin and studios (Invoices, data entry and filing system, BIM)
  • Coordinate with external vendor to ensure good upkeep of premises
  • Arrange and manage meeting and conference room setups, including preparation and cleanup
  • Monitor and disseminate information regarding tenders (government and private tender sources) to relevant studios, ensuring timely action and increasing potential business opportunities
  • Assist in the preparation and submission of tenders, invoices and ensure submission is on time
  • Prepare addition and omission work on behalf of the team.
  • Assist in other administrative duties as required by the team.
  • Obtain, review & negotiate for competitive prices, delivery scheduling, payment terms, products and services from vendors, ensuring promptness and accuracy
  • Administer and run an in-house e-Shop system (Ordering & issuing of staff birthday benefits, maintaining inventory)
  • Manage, review & update company's facilities and office equipment (Contract renewals, repair, maintenance & etc) ;(e.g. copiers, plotters, air-conditioning, lighting, telephone, fire extinguishers, etc)
  • Liaise with facilities management agency for related services (Carpark matters, enquiries, maintenance support, feedback, vendors/contractors as required)
  • Plan, coordinate, and execute company events, overseeing end-to-end arrangements to ensure successful execution
  • Maintain, source and purchase supplies for festive seasons (Chinese New Year, Mid-Autumn Festival & etc) and events
  • Will be required to commute between our two office locations as part of your role
  • Perform any other relevant ad-hoc duties as assigned by the Supervisor

JOB REQUIREMENTS

  • Minimum a Nitec/Higher Nitec/Diploma with 3 years of relevant administrative experience
  • Strong organisational and time management skills with attention to detail
  • Excellent communication and interpersonal skills
  • Ability to work independently and as part of a team
  • Proficient in MS Office suite, particularly in Word, Excel and Outlook

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