Office Coordinator

COMPANY PROFILE

Dole, one of the world's largest producers and marketers of high-quality fresh fruits with a growing line of quality packaged and frozen foods, is a purpose led health and wellness organization that “champions a more equitable world.” A world where everyone has the right to nutrition from the goodness of the earth, and we reduce these gaps, one action at a time.

JOB PURPOSE

The Office Coordinator will perform a wide range of general administrative and office support activities in facilitating the efficient operation of the Singapore office.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Principal duties and responsibilities include, but are not limited to, the following:

- Provide daily general office support to ensure the office functions efficiently, e.g., ensure office cleanliness, ensure meetings rooms are ready for users, assist in general use of IT equipment in meeting rooms (such as zoom/Teams), answer general questions about how to use the printer/fax/copier/scanner, support guests to log onto wifi, hand out PC accessories on behalf of the IT Department, direct users with technical questions to IT, be available (if needed) to connect senior executive meetings and video-conferences coordinating with IT (as needed) and update office phone list.
- Liaise with building management as needed, e.g., temperature adjustment, lightings, maintenance and repairs.
- Manage and monitor stocks of pantry, first aid box, company collaterals and office supplies (e.g., stationary, envelopes, pens, notebooks, etc) negotiating with vendors and procuring stocks as needed.
- Ensure all office equipment, including printers/copy machines and pantry appliances, are in good working order and work with vendors as needed on same.
- Oversee daily/monthly cleaning services and liaise with cleaners as needed.
- Liaise with vendors for any office repairs or office enhancements.
- Check mailbox and distribute office mail to the appropriate person/department.
- Manage courier services, e.g., DHL/local courier company.
- Manage the company vehicles (e.g., building parking, road taxes, car registration, car insurance, petrol cards).
- Support the CAO/HR/Compliance Department by making travel arrangements, handle DHL and other mail, and create vendors, purchase orders and process invoices in SAP.
- Manage office access passes (photo and physical cards) for employees and guests and coordinate with building management on access to the office building for employees and certain guests.
- Suggest ideas to improve office efficiency and security.
- Assist with office intercom as needed.
- Arrange for flowers, baskets, fruit, etc to be given on behalf of the company for special occasions.
- Organize company-wide employee events negotiating with vendors as needed.
- Support mandatory office fire drills as fire marshal.
- Performs other duties as required.

The incumbent may be required to carry out any other duties as directed by the immediate superior. The responsibility level of any other duties should not exceed those outlined above.

Immediate Superior: SVP, Human Resources

REQUIRED SKILLS / QUALIFICATIONS

1) Diploma in Business Administration or related studies.

2) Experience in multinational company.

3) Possess at least 5 years of administrative experience.

4) Analytical, articulate, and comfortable working with all levels of the organization.

5) Possessing ability to manage multiple tasks through effective time management.

6) Ability to work with a variety of different cultures, will be integral to succeed in this role.

7) Person will have to be detail-oriented with excellent problem-solving abilities.

8) Self-motivated, responsible & can work independently as well as collaboratively.

10) Knowledge of SAP is preferred.

11) Ability to multitask and prioritize daily workload.

12) High flexibility, proactive, strong sense of integrity and high learning agility.