Executive, Admin

2 weeks ago

Singapore Singapore Business Federation Full time

The primary role of the Executive, Administration is to be responsible for handling the day-to-day administrative operations and processes for the organisation. This role also requires one to handle daily room rental enquiries (including following up with the operation checklist and generating room reports), procure office supplies and sourcing for quotes and services, process staff transport charges, admin invoice for payment, provide primary coverage for reception, as well as facilities function when necessary.

**Responsibilities**:
1. Daily office administration operation and processes
- Promptly attend to staff enquiries and requests
- Creating digital name cards and printing physical name cards
- Office equipment service maintenance
- Filing and maintenance of all office operation contracts
- Allocation of seats for staff
- Assist with staff’s season parking
- Renew annual office insurance
- Keeps admin contact list up-to-date
- Assist with internal audit, e.g. maintaining a fixed asset register
- Calculate tenants’ monthly utility charges
- Ensure office tidiness
- Any other projects as assigned

2. Handles daily room rental enquiries
- Maintenance and use of the room booking system
- Promptly attend to external enquires regarding room rental, availability and rates
- Reserve and manage the room availability
- Work with the team to generate invoices and track payment
- Work closely with finance to ensure charges are correct and parked correctly

3. Procuring office supplies and sourcing for quotes and services
- Source for reasonably priced products and ensure that items purchased are within guidelines, e.g. stationeries, papers, drinking water, name cards, insurance, cleaning services, etc.

4. Process staff transport charges and admin invoices for payment

Staff transport charges
- Maintenance and use of the Grab for Business system
- Download and trip reports for staff’s Grab rides, verify and highlight when there are discrepancies
- Download invoice to match with trip reports, verify and submit for approval for payment
- Update Grab for Business holder list

Admin Invoices
- Ensure job has been done before processing the invoice
- Verify vendor invoices and submit for approval for payment
- Keep record of invoices paid

5. Primary coverage for Reception
- Coordinate with Reception colleague to ensure proper coordination and coverage
- Attend to phone calls and walk-in enquires
- Accepts over the counter payment as and when required
- Assist with mails distribution

6. Cover Facilities function when necessary
- Coordinate with Facilities colleague to ensure proper coordination and coverage
- Check event of the day
- Set up for external booking events, switch on AV
- Attend to ad-hoc requests

7. Willing and able to adapt to changing priorities and take on new responsibilities as required by SBF

**Job Requirements**
- A background in any field with at least 3 years of relevant experience in office administration
- Excellent communication, written and interpersonal skills
- Diligent, meticulous & organised
- Demonstrates strong analytical, problem solving and time management skills
- Individual contributor as well as team player with ability to work under tight schedules

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