OFFICE ADMINISTRATOR & EXECUTIVE SECRETARY

Brewin Design Office is one of the leading interior design firms in Singapore, which works regionally providing services to Real Estate Developers, Hospitality Owners & Operators, Cultural Institutions, and other private clients. Our current work focuses on projects within Singapore, Japan, Hong Kong and China.

We are looking to hire a highly motivated, efficient, and hands-on Office Administrator to be part of a growing design firm and an entrepreneurial environment.

This role will encompass office administrative and HR-related tasks, as well as executive assistant duties.

Tasks & Responsibilities

1. Office Administration

• Handle all general administrative duties
• New hire procedures (set up of computers, rights access, software purchases)
• Receptionist duties, answering and directing phone calls / emails
• Attending to visitors/clients, serving refreshments
• Making office travel arrangements
• Managing stationery, office supplies, pantry supplies, and other office-related vendors
• Handling local and international courier arrangements and mailbox
• Organising and maintaining files, records and contact list management
• Organising physical assets of the firm (books, files, stationery, etc) and keeping the office organised
• Setup and maintain administrative systems
• Assist finance on filing and tracking records
• Office Maintenance
• Responsibility over office cleanliness
• Arrange for office equipment and periodic maintenance
• Organisation and maintain material library & storage
• Purchase and send out of festive gifts etc
• Arranging couriers/Lalamoves for pick ups and deliveries
• Liaise with external IT support vendor for troubleshooting, maintenance, and coordination of IT-related matters
• Provide first-line IT assistance to the team (e.g. basic troubleshooting, meeting room setup, video conferencing equipment, connectivity checks) before escalating to IT vendor when necessary
• Monitor for smooth functioning of AV/IT systems and coordinate upgrades or repairs with the IT vendor
• Other ad-hoc duties that may arise from time to time

2. Executive Assistance

• Travel arrangements for family
• Flight bookings, redemptions, paid bookings
• Hotel arrangements
• Visa applications
• Insurance applications, renewals, plan comparisons
• Other ad-hoc EA duties

Requirements

• Completion of tertiary education with degree, diploma, or equivalent with relevant working experience
• Independent and reliable with a high sense of integrity and work ethic
• Entrepreneurial spirit, and comfortable working in a dynamic office environment
• Excellent Excel skills
• Excellent spoken and written English
• Excellent organizational skills
• Ability to multitask
• Flexible and adaptable
• Good energy and attitude, with clear, organized, efficient and logical mind
• Applicants must be
• Singapore Citizens or Singapore Permanent Residents (SPR) only