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.