Executive (Admin) (3 Months Contract)

6 days ago

Singapore Maritime and Port Authority of Singapore Full time

**What the role is**

**What you will be working on**
- 1) Provide admin support for Director (Finance, Procurement & Admin) and Head of Departments a) Arrange meetings for D(FPA) and FPA HODs b) In charge of meeting logistics eg. book meeting rooms or arrange Skype/Zoom meetings or buy refreshments, etc 2) Handle reception duties a) Man MPA Reception Counter during Operation Hours (except during lunch time from 1-2pm). - Monday to Thursday; 8.30am to 6pm - Friday; 8.30am to 5.30pm b) Meet and greet customers/guests and escort them to the meeting rooms. c) Receive and sort mails/deliveries/couriers despatch and keep track of the items in the despatch spreadsheet and to ensure that the items are forwarded to the relevant department/staff. d) Collect/handover OCBC cheque bag from/to courier (for Finance). e) Collect Banker’s Guarantee/other documents for Finance and forward to AR staff. f) Receive documents for the opening of new MPA account. g) To check at least once a day that the pigeonholes are cleared by MPA departments, and if necessary to remind departments to collect their mails. h) Undertake food & beverage arrangements for Board Meetings, SMM Meetings & meetings with external guests. (Note: Board lunches will be prepared separately by Corporate Secretary.) i) Supervise tea-ladies to ensure that meeting rooms are cleaned every morning and that the rooms are arranged prior to a meeting and cleaned after the meeting. j) Administer meeting room bookings and ensure food & beverage requirements are arranged, where necessary. k) Ensure beverages/disposable cups/stirrers are replenished regularly in the meeting rooms. Ensure the empty water bottles of the water dispensers are replaced. l) Provide daily refreshment booking schedule to tea ladies. m) Procure items such as sweets etc needed for the meeting rooms. n) Update utensil stock kept by tea ladies in the spreadsheet. 3) Provide admin support for FPA Division such as collation/coordination of training schedule/returns, provision of returns, etc 4) Handle record management for FPA Division a) Assist to file records/documents to e-Cabinet and e-Registry, whenever assigned by Managers and above in FPA Division b) Assist in the disposal of records/documents, whenever necessary 5) Augment admin staffing for whole of MPA needs a) Provide assistance whenever necessary for events organised by FPA including organising of divisional/departmental activities b) Any other duties as directed by D(FPA), DD(FN), AD(P&A) and SM(P&A)/M(P&A)

**What we are looking for

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