Summary of Key Responsibilities:
This position requires a proactive, organized individual who can seamlessly manage both administrative and high-level executive tasks while ensuring strict document control and maintaining confidentiality. This position will play a crucial role in coordinating office functions, maintaining essential supplies, managing administrative duties and ensuring that office activities run smoothly and efficiently. This role requires strong problem-solving abilities, and the ability to manage multiple responsibilities simultaneously.
Job Descriptions:
Office Operations Management
- Manage the daily operations of the office, ensuring smooth functionality and efficient use of resources.
- Ensure that office equipment, supplies, and facilities are properly maintained and replenished.
- Manage relationships with vendors and service providers (e.g., cleaning, maintenance, security).
- Manage office utilities and raise purchase requests (PARs) as needed.
- Set up the face ID systems and manage ID card for new employees.
- Work closely with procurement team to purchase and stocking the refreshments for the office.
- Coordinate office maintenance, including ordering supplies, equipment, and managing inventories.
- Manage the upkeep of office facilities, including coordination of repairs, maintenance, and vendor services.
- Oversee the upkeep and maintenance of office equipment and ensuring proper functionality and addressing any issues promptly.
- Stock and maintain inventory of office supplies and stationery, ensuring proper stock levels and work closely with procurement for purchasing.
- Perform other tasks as and when required, based on the evolving needs of the team and organization.
Claims and Expense Management
- Manage monthly claims and monitor budget allocations for office-related expenses.
Budget and Expense Management:
- Track office-related expenses and manage office supplies budgets.
- Work with finance/procurement teams to process invoices and receipts.
Compliance and Licensing
- Ensure the office complies with legal and regulatory requirements (e.g., office licenses, safety certifications, HRDC grants, and levies).
- Handle the management and renewal for all the tenancy and business licenses, registrations with regulatory bodies and other legal compliance matters across all locations.
Document Control
- Provide administrative support for document management processes, ensuring proper filing, retrieval, and confidentiality of all the documents.
- Ensure documents are stored securely and can only be accessed by authorized personnel.
Courier and Shipping Management
- Coordinate courier services for the office, managing outgoing shipments and checking invoices for accuracy.
Learning & Development Coordination
- Work with the HR team to organize training sessions and liaise with trainers and department heads to meet staff development needs.
- Update HRDC tracker monthly.
Event Planning and Coordination
- Work closely with event committee to support any events.
- Assist in organizing and managing company events such as Townhalls and Annual Dinner.
General Correspondence and Communication
- Prepare and manage general office correspondence, including letters and memos and other correspondence.
Executive Support:
- Manage the CEO’s calendar, prioritizing appointments and organizing meetings.
- Act as the CEO’s gatekeeper by screening calls, emails, and visitors.
- Arrange travel, accommodation, and transportation for the CEO
- Prepare briefing documents, presentations, and reports for meetings with internal and external stakeholders.
- Assist with personal matters or errands for the CEO as necessary, such as manage CEO claims and scheduling personal appointments or managing personal correspondence.
- Serve as a liaison between the CEO and other staff members or external parties.
- Assist the CEO in tracking progress on various projects or initiatives
Qualifications & Skills:
- Proven experience in office operations management or a related role with more than 3 to 4 years’ experience.
- Strong organizational and multitasking abilities, with a keen eye for detail.
- Excellent communication and interpersonal skills, with the ability to work with all levels of staff.
- Proficient in office management software and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to work independently and as part of a team in a fast-paced environment.
- Problem-solving mindset with the ability to address challenges quickly and effectively.
- Knowledge of office safety regulations, HRDC grants, and tenancy agreements is a plus.
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