Office Administrator

Job Summary Perform receptionist duties and administrative support. ·        Good interpersonal and communication skills. ·        Independent, as well as able to work as a team. Positive working attitude. ·        Willingness to learn. ·        Preferably with at least two (2) year of related working experience. Duties & Responsibilities Daily ·        Responsible for all incoming calls - Answer, screen and take messages. ·        Manage conference room reservations. ·        Ensure conference rooms and reception are clean and tidy, sufficient stationeries, bottled water are available at all times. ·        Attend to guests, direct them to conference room and arrange drinks for them. ·        Responsible for all mailings and courier arrangements. ·        Responsible for recording, receiving, collecting, sorting and disseminate all mails from courier and letter box to pass to relevant staff / department. ·        Call, arrange pickup with DHL for overseas documents if any. ·        Check postage rates and post mails at SingPost if any. Monthly ·        Check all courier assignments provided by courier vendor against bill invoice and handover to Accountant for payments. ·        Check SingTel bill and handover to Accountant for payment if any. ·        Print reception duty calendar. ·        Check, co-ordinate with office cleaner on ordering of pantry consumables. Office & Admin Support ·        Liaise with Building Management (MCST) on matters pertaining to faulty lights, air-con etc. ·        Assist to projects such as CMS software, office renovation, marketing material, yearly corporate calendars. ·        Data entries and managing CEMS for Clients’ information updates. ·        Co-ordinate repair and maintenance of office equipment / facilities. ·        Liaise with vendor with phone equipment’s problem. ·        Co-ordinate CMS vendor on any issues reported. ·        Monitor contractors’ maintenance schedules and contract to follow-up servicing and quotation for contract renewals. ·        Keep stock of all envelope sizes when running low, to place order and ordering of Business Name cards and Letterheads. ·        Arrange for documents to be stored in Crown Worldwide for Accounts department, if any. HR ·        Administrative support in recruitments, onboarding and off boarding – post job openings, screen resumes / candidates, schedule interviews, co-ordinate interview process and documents, creation /deletion of door access. ·        Create new hire access in CEMS. ·        Update staff phone extension / staff contacts when they commence work or resign. ·        Co-ordinate with IT on laptop configuration for new hire, surrender IT assets from resigned staff on last working day. ·        Liaise with vendor to update staff name in office phone system. ·        Make necessary arrangement and booking of external facilities for staff training. Yearly ·        Co-ordinate with Designer for Corporate Calendar, CNY, Christmas e-greeting. ·        Liaise with vendors for printing and mailing calendars. ·        Send out electronic Bulletin / Tax Questionaire / CNY and Christmas e-greeting using mass mailer to clients and staff. ·        Co-ordinate with Designer / IT (incl. outsource IT) as and when for amendment or changes to be made to BSL website. ·        Set up Christmas and CNY decoration.