Senior Executive, Group Admin

Singapore, Central, Singapore
- Department
- Group Administration
- Job posted on
- Jan 09, 2025
- Employment type
- Permanent

**About Us**
- Sembcorp Industries (Sembcorp) is a leading energy and urban solutions provider, led by its purpose to drive energy transition. Headquartered in Singapore, Sembcorp delivers sustainable solutions to support energy transition and urban development by leveraging it sector expertise and global track record.

**KEY ROLES AND RESPONSIBILITIES**

**Office Management**:

- Procure, replenish, manage, and monitor office supplies.
- Manage office supplies and keep up to date inventory record.
- Coordinate maintenance and repairs for office equipment when required.
- Handle incoming and outgoing mails.
- Assist, handle, and process staff requests (name cards, rubber stamps, etc)
- Maintain accurate inventory records of corporate gifts and manage stock levels to ensure availability.
- Identify areas for process improvement in office management and implement efficient systems.
- Streamline workflow procedures and enhance overall office efficiency.

**Administrative Support**:

- Assist with matters relating to staff onboarding and offboarding (printing of access cards, update records, and liaising with relevant stakeholders for collection and return of access cards)
- Assist in the preparation of reports, presentations, and other documents as required.

**Financial Management**:

- Process PR and PO according to company workflow and ensure that payments are processed promptly (processing invoices, corporate memberships tracking and renewal)
- Assist in compiling, analysing, and presenting data via monthly reports on incurred expenses, to assist in budget monitoring.
- Identify areas for cost savings and efficiency improvements, where applicable.

**Contract & Vendor Management**:

- Maintain an organised and up to date contract database for the department, ensuring all contracts are accessible and properly archived.
- Monitor contract performance and compliance, ensuring that all parties fulfil their obligations and identifying any potential issues.
- Manage relations with external service providers to ensure clear communication and adherence to contract terms.
- Ensure the work carried out by outsourced providers meets quality standards and provide regular feedback or guidance when necessary.

**Executive Office Support**:

- Provide support to the Executive Office with strong planning and arrangements for board-related / VIPs meetings, inclusive of hospitality, refreshment, despatches, logistics, carpark requests, meeting rooms booking, set-up and etc.

**Documentation and Filing**:

- Maintain accurate and up to date records of office inventory, files, and databases.
- Organise and maintain physical and electronic files and records.

**Other Duties**:

- Perform any other administrative duties as required to support the team and Head of Corporate Office Services and Executive Manager, Office of the Group President and CEO, to ensure the smooth running of the office.

**QUALIFICATIONS, SKILLS & EXPERIENCE**
- At least 5 years of experiences in office management / facilities management or similar roles in large and established organization.
- Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite and other relevant software.
- Ability to handle confidential information with integrity and discretion.
- Exceptional problem-solving skills and attention to detail.
- Self-motivated and able to work independently with mínimal supervision.