Senior Executive, Admin

5 days 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 check list and generating room reports), procuring office supplies and sourcing for quotes and services, processing staff transport charges, admin invoice for payment, providing primary coverage for reception, as well as facilities function when necessary.

**Responsibilities**:
1. Assist in office administrative operation and processes:

- Point of contact for staff on office supplies and requests.
- Creating digital name cards and printing of physical name cards.
- Liaise and coordinate with vendors/service providers for general office maintenance and office equipment monthly servicing.
- Primary coverage for reception.
- Filing and maintenance of all office operation contracts.
- Allocation of seats for staff.
- Handle office season parking.
- Renew annual office insurances.
- Assist with internal audit, e.g. maintaining fixed asset register.
- Any other projects as assigned.

2. Procuring office supplies e.g. stationeries, collaterals, papers, drinking water, cleaning services and sourcing for quotes and services and procure vendors to handle maintenance eg beverage machines, planters etc

3. Maintain a safe and efficient work environment for the organisation through daily routine check of the office premises and rectify issues with relevant vendors promptly.

4. Handles room bookings for Seminar and Training Facilities in SBF
- Maintenance and use of the room booking system.
- Attend to external enquires regarding room rental, availability and rates.
- Reserve and manage the room availability.
- Work with team to generate invoice and track payment.
- Work with team to ensure set up of seminar and training rooms according to requestors’ needs.

5. Process staff transport charges:

- Maintenance and use of the Grab for Business system.
- Download and trip reports for staff 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 users list.

6. Process admin invoices for payment
- Ensure job has been done before processing the invoice.
- Verify vendor invoices and submit for approval for payment.
- Keep record of invoices paid.

7. 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

**Job Requirements**
- A background in any field with at least 3 years of relevant experience in office administration
- Diligent, meticulous & organised
- Good written and communication skills
- Good problem solving and time management skills
- Hands-on and able to work in a fast-paced environment
- Able to work independently and in a team-oriented environment

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