Senior Operations Support - Singapore - ARTS HOUSE LTD.

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1 month ago

Wei Jie

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Wei Jie

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**Job Purpose

  • To be the primary administrative support for the Asset Management & Leasing department for all the venues and ensure that the day to day office (PMO) administration runs smoothly.


  • General Administration
  • To keep proper filing system of signed contracts, both hard and soft copies (soft copies should be saved in the shared drive)
  • To keep good record of documents and filing
(i) Venue Hire

  • To update marketing collaterals for leasing use
  • To maintain and update the list of 'blacklisted' hirers (hirers who have bad debts)
  • To assist Leasing staff in preparation of venue hire agreements (when needed)
  • To update events onto websites
(ii) Tenancy

  • To assist Leasing staff in preparation of lease agreements, including following up on the return of signed copies, receipt & refund of monies/deposits and banking in
  • To assist in the stamping of lease documents
To conduct annual UEN checks to ensure no illegal registration of companies at our premises

(iii) Facilities Management

  • To prepare utility recharges
  • To process FM purchase requests and purchase orders
  • Reception
  • To handle leasing enquiries (mailbox)
  • Maintaining Office/Pantry/First aid supplies and equipment at PMO
  • To assist in the maintenance and purchasing of office, pantry and first aid supplies and equipment so as to ensure that support services to the staff are uninterrupted and seamless; Purchase orders to be collated from all PMO on a monthly basis.
  • To keep proper records of the inventories, ensuring the purchases are managed meticulously
  • To check that office equipment are functional, eg. Photocopier/printer are operational (toners are not run out and to replace if necessary and to report any breakdown immediately)
  • To replenish copier paper, staples, letterheads, etc in machine room and common areas
  • To ensure that pedestal / cabinet keys system is well managed and controlled
  • Other duties
  • To provide the relevant logistics required for meetings, when required
  • To maintain and update department's contact details
  • To liaise with HR on the replenish of name cards for the department
  • To provide admin support to new onboarding staff (of AML) at PMO, eg. providing access card, telephone, name cards, etc
  • To assist to source for quotes for purchase orders, when required
  • To perform any other administrative duties from time to time as assigned by the HOD and the management.

  • Minimum "O" levels

  • At least 3 years of relevant working experience, with minimum 2 years in administration Skills
  • Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and good written/spoken communication skills (in English)

  • Meticulous and systematic in documentation and filing
  • Have initiative, independent and wellorganized
  • High degree of commitment and a good team player

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