Office Services Assistant

2 years exp

**Roles & Responsibilities**

**Responsibilities**

Office Services
- Ensuring all staff desk is cleared before the end of the day
- Liaising with print room or office services team on office items for staff and returning of office items
- Managing unclaimed items in the office and liaising with individual staff on their lost items
- Providing support to staff who require office items such as a chair, fan, lamp etc
- Assisting in archiving of physical documents and retrieval of cartons from warehouse
- Liaising with vendors on office-related stuff, including working on weekends for ad hoc maintenance
- Other duties relating to office services from time to time

Business Development Events
- Providing support to the business development team during clients' events / internal events day
- Liaising with IT team on the set up of clients' events on the event day itself
- Assisting the business development team to welcome clients and printing of labelling
- Liaising with print room on the set up of the rooms and also the print-out for events
- Other ad hoc work from the business development team from time to time

Coverage for the concierge service team
- Providing full front of house support to the Singapore office, including maintaining a booking schedule for meeting rooms and liaising with other business professional departments to ensure that meeting requirements are planned for and met
- Attending to the switchboard professionally
- Greeting and attending to clients/visitors and directing them to the meeting rooms and organising drinks/food internally and externally
- Allocating desks/rooms for visiting staff and liaising with IT to ensure that phones and computers are ready prior to their arrival
- Ensuring meeting rooms and break-out areas are clean and tidy at all times
- Issuing office/lift access cards for visitors
- Booking of transport for visitors/clients
- Coordinate with building management and maintenance to ensure that all office issues are resolved in a satisfactory and timely manner eg: aircon issues/ lighting issues working with Office Services Executive as needed.
- Any other duties that may arise from time to time

Catering responsibilities:

- Overseeing the room set up requirements including the configuration of tables and chairs and any other equipment.
- Assisting the relevant teams in providing catering service to meetings, conferences and events and serving of drinks and food to clients
- Involved in the pre and post preparations for all events
- Liaising with external vendors to maintain all operating equipment such as coffee machines, wine coolers, dishwashers, refrigerators, microwaves, water dispensers and etc.
- Menu planning for events and meetings
- Any other duties that may arise from time to time

Other ad hoc duties
- Assisting knowledge and information team to return library books and/or to borrow library books
- Ordering of office items
- Keying of iExpenses and interAction
- Any other duties that may arise from time to time

Projects
- Provide support for ad hoc projects as required
- **The duties assigned above are not a comprehensive list and are a summary of your core duties which may evolve from time to time.**

**Requirements**:

- At least 3 years in the customer service industry
- Good command of spoken/written English
- Good writing skills
- Adaptable, able and willing to learn to navigate new systems. Proficiency in MS Word, Excel and PowerPoint, with knowledge of local language typing an advantage
- Able to take initiative, has a sense of responsibility, polite and with positive working attitude

**Hours of work**:5 days per week (8.30 am to 5.30 pm)

OFFICE SECRETARIES PTE. LTD.