Office Administrator (6 Month Contract/Up to $5000)

This role is responsible for organizing and coordinating office operations and procedures to ensure organizational efficiency and effectiveness. The incumbent is also required to provide support to the Vice Presidents and Directors in the Singapore Headquarters and is part of the administrative team based in Singapore.

Roles & Responsibilities

1. Administrative Support

• Provide calendaring support to the assigned Vice President(s)
• Provide travel arrangements support to the assigned Vice President(s) and Directors
• Provide Concur support (expense claim) to the assigned Vice President(s)
• Assist in the preparation of business presentations and materials, collating of data, and consolidating of reports from the region
• Manage/ assist in the logistic arrangement of regional meetings, training, and workshops – hotel, transportation, visa application, etc.
• Co-ordinate and assist in accommodation/ airport transfers/ meals for meetings/ workshops
• Provide support for Overseas Seminars and Conferences. Assist in setting up prior to the start and the clearance post-meeting/workshop

• May be responsible for various components of project assignments. Include developing and adhering to timetables, securing vendor estimates, and ensuring vendor quality. Overseeing the execution of project deliverables. May conduct research, compile and analyze information for reports in order to make decisions or recommendation
• Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information

• Support other ad-hoc duties as assigned by the Office Manager

2. Office Management

• Assist in the administration of new hires – requisition of laptop, security passes, workstation and conducting the orientation of the office premise
• Develops documents and administer procedures. Provides guidance to and may train others on those procedures
• Maintain appropriate levels of office supplies consistent with firm purchasing practices
• Prepares the monthly duty roster
• Answering the phone and handling queries
• Coordinates office management activities (e.g. Fire warden, renovation etc.)

3. Event Management

• Assist in the planning of internal events (e.g. Townhalls, Kick-off meetings, President’s Club, etc.)

4. Community Engagement

• Assist in the planning of community engagement events (e.g. Caring Week, STEM, Season of Giving, etc.)

Requirements

• Preferably a Degree in any discipline
• At least 5 years of progressive experience in a similar role with a large, complex multi-national company
• Fluency in English is required; other language skills are a plus
• Excellent communication skills, both verbal and written
• Proficiency in Microsoft Excel, Word, and PowerPoint
• Highly organised, detail-oriented, and works with a high degree of accuracy
• Action and results-oriented and able to deal with multiple relationships effectively
• A good team player with strong interpersonal skills
• Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information
• Able to demonstrate good judgment and is self-motivated
• Ability to multitask and meet changing deadlines

PERSOL Singapore Pte Ltd • UEN No. 200007268E • EA License No. 01C4394 •EA Registration No.R22109454 (Malcolm Lee Jun Hao)

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