Office Administrator 1

Job Description: Welcome and host guests with professionalism by greeting, welcoming, assisting and hosting them appropriately, including arranging refreshments where appropriate ensuring a positive experience and leaving a lasting first impression. Handle all telephone inquiries professionally by ensuring the messages are passed on to the staff members promptly. Manage incoming and outgoing mail and parcel processes (local and overseas couriers), including the recording of the expenses chargeable to the clients and over the counters at the post office. Assist in depositing cheques for all departments with the respective banks. Assist the Office Administrator with the general management of the office, including but not limited to the following: Collect and sort out mail for Levels 23 Manage and track meetings, appointments and unscheduled visits from clients and guests and assist the respective teams in coordinating large group meetings/ conferences in the office. Manage the Tenant-Staff relationship and take on Assistant Fire Warden responsibilities with the Building Management on all operational matters. Attend to all feedback and service calls in the office and coordinate with the respective persons to resolve. Manage all office, stationery and pantry-related procurements, including budget control and regular replenishments at the designated areas in the office. The mentioned stationery includes but is not limited to customised stationery (access cardholders with lanyards, pens and notepads, mugs and coasters) and employee name cards. Manage all maintenance and service contracts, including but not limited to the monthly plant maintenance and water dispenser rental with external vendors. Oversee the periodic statutory maintenance of the office, including but not limited to the annual testing, inspection and renewal of certificates for the fire safety equipment and electrical installations. Supervise/ check all office-related works and support obtaining quotations for those mentioned above. Cover the duties of the Front Desk & Admin teams when someone is out of the office. Coordinate with fellow receptionist/ Front Desk team to arrange lunch cover and ensure uninterrupted front desk service throughout the day. Provide support and/ or coordination for company events and projects. Any other ad-hoc duties assigned by the supervisor/ Management. Job Requirement ·        Minimum Diploma graduate with at least 1-3 years of relevant experience is preferred. ·        Resourceful and proficient with Microsoft Office. ·        Strong team player and able to work independently with minimum supervision. ·        Maintains a high level of professionalism and confidentiality. ·        Detail-oriented, self-driven, highly motivated individual with a positive attitude. ·        Good communication and interpersonal skills. Collection, Use and Disclosure of Personal Data – Privacy Statement Singapore – Personal Data Protection Act 2012 (“PDPA”) Finova Group collects, uses and may disclose the personal data you provide for purposes relating to recruitment, including processing and assessing your application, verifying your qualifications and experience, communicating with you, conducting appropriate checks and administering the recruitment process. By voluntarily providing your personal data, you consent, or may be deemed to consent where applicable, to its collection, use and disclosure for these purposes.  Your personal data may be disclosed, where necessary, to relevant Finova Group entities, hiring managers, prospective hiring clients, service providers, professional advisers, regulators or other parties authorised or required by law. Personal data will be retained only for as long as necessary for business or legal purposes, and reasonable security arrangements will be maintained to protect it. You may contact Finova Group’s designated Data Protection Officer to request access to or correction of your personal data, or to withdraw consent, subject to the PDPA and any applicable legal or contractual restrictions.