Executive, Admin - Singapore - Singapore Business Federation

Singapore Business Federation

Verified Company

Singapore

1 week ago

Posted by:

Wei Jie

beBee Recruiter

Description

The primary role of the Executive, Administration is to be responsible for handling the day-to-day administrative operations and processes for the organisation.

This role also requires one to handle daily room rental enquiries (including following up with the operation checklist and generating room reports), procure office supplies and sourcing for quotes and services, process staff transport charges, admin invoice for payment, provide primary coverage for reception, as well as facilities function when necessary.

Responsibilities:

Daily office administration operation and processes
Promptly attend to staff enquiries and requests
Creating digital name cards and printing physical name cards
Office equipment service maintenance
Filing and maintenance of all office operation contracts
Allocation of seats for staff
Assist with staff's season parking
Renew annual office insurance
Keeps admin contact list uptodate
Assist with internal audit, e.g. maintaining a fixed asset register
Calculate tenants' monthly utility charges
Ensure office tidiness
Any other projects as assigned
Handles daily room rental enquiries
Maintenance and use of the room booking system
Promptly attend to external enquires regarding room rental, availability and rates
Reserve and manage the room availability
Work with the team to generate invoices and track payment
Work closely with finance to ensure charges are correct and parked correctly
Procuring office supplies and sourcing for quotes and services
Source for reasonably priced products and ensure that items purchased are within guidelines, e.g. stationeries, papers, drinking water, name cards, insurance, cleaning services, etc.
Process staff transport charges and admin invoices for payment

Staff transport charges

Maintenance and use of the Grab for Business system
Download and trip reports for staff's Grab rides, verify and highlight when there are discrepancies
Download invoice to match with trip reports, verify and submit for approval for payment
Update Grab for Business holder list

Admin Invoices

Ensure job has been done before processing the invoice
Verify vendor invoices and submit for approval for payment
Keep record of invoices paid
Primary coverage for Reception
Coordinate with Reception colleague to ensure proper coordination and coverage
Attend to phone calls and walkin enquires
Accepts over the counter payment as and when required
Assist with mails distribution
Cover Facilities function when necessary
Coordinate with Facilities colleague to ensure proper coordination and coverage
Check event of the day
Set up for external booking events, switch on AV
Attend to adhoc requests
Willing and able to adapt to changing priorities and take on new responsibilities as required by SBF

Job Requirements

A background in any field with at least 3 years of relevant experience in office administration
Excellent communication, written and interpersonal skills
Diligent, meticulous & organised
Demonstrates strong analytical, problem solving and time management skills
Individual contributor as well as team player with ability to work under tight schedules