Plant Admin Executive

5 days ago

Singapore International Flavors & Fragrances Full time

Job SummaryWe are thrilled to welcome a Plant Admin Executive to our Singapore team, and we hope it’s you.

Your Focus

As a Plant Admin Executive, you are requiring organizing clerical activities, handle communication, coordinate meetings and events, manage inventory and supplies, oversee third-party contractors, and ensuring smooth daily operations. You will also support management and staff with various administrative needs and ensure compliance with company policies.

How You Will Contribute

Administration and Reception (40%)
- Conduct daily clerical tasks, independently organize work, and handle multiple tasks simultaneously.
- Answer and screen calls promptly, using good judgment to prioritize message distribution efficiently.
- Greet clients and visitors professionally and courteously.
- Maintain records and manage bookings for conference rooms, office keys, and office extension lists.
- Keep track of outgoing mail, sort incoming mail, faxes, and courier deliveries, and route them to the appropriate parties.
- Ensure confidentiality of correspondence.
- Schedule and coordinate Conference Town Hall meetings for all managers and staff.
- Provide necessary support for management meetings, including booking meeting rooms and arranging meals.
- Organize general plant visits for both external and internal visitors, including setting up lobby TVs, booking meeting rooms, arranging transport, and organizing business lunches, dinners, and hotel accommodations.
- Plan and coordinate both in-house and external events, such as DND, CNY celebrations, training sessions, and team-building activities.
- Arrange hampers, gift vouchers, and condolence wreaths.
- Manage the Access Management System.
- Act as the Area PIC for 6S in meeting rooms and pantries.
- Perform any other ad-hoc duties as required.

Third Party Contractor Management (40%)
- Responsibilities include managing cleaners, uniforms, and landscaping & plant rental services.

Inventory Management (10%)
- Purchase, receive, and properly store office supplies to ensure adequate availability.
- Perform MIGO upon receipt of goods.
- Monitor and maintain stock levels of pantry items, stationery, and office supplies, and expedite orders as needed in accordance with the company's purchase policy.

Travel and Accommodation (5%)
- Make hotel reservations on behalf of executives.

Other Duties (5%)
- Execute and complete tasks assigned by direct supervisors or managers.

What You Will Need To Be Successful
- Minimum Diploma in any field.
- At least 2 years of Admin/Coordinator experience in Manufacturing field.
- Experience in Third party Contractor management
- Good knowledge of MS Office tools, SAP, and VLOOKUP etc.
- Proficiency in English communication skills. Fluency in secondary local language will be advantageous.
- Effective communicate skills across all levels of the organization.
- Highly collaborative and team player.
- Cross cultural awareness.

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

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