Administrative Executive - Singapore - ATT INFOSOFT PTE. LTD.

ATT INFOSOFT PTE. LTD.

Verified Company

Singapore

1 week ago

Posted by:

Wei Jie

beBee Recruiter

Description

What will you be doing?

Sales Activities

Involve with tender preparation and sales proposals provided by Sales team
Prepare small scale costing sheet and quotations for projects variation orders and handle potential customer inquiries
Prepare and provide departmental monthly report, invoice, PowerPoint presentations and customers survey in allowing the Sales team to obtain uptodate information on company's operational progress
Maintains and update all track record pertaining to Sales, Project and Maintenance records

Project Activities

Liaising with suppliers, vendors and customers on project and procurement delivery
Liaising with Project team on preparation of documentations submissions for project variation orders
Administer project requirements and support operations in project related procurement.
Maintains hardware and software equipment by planning equipment procurement and maintenance, evaluating products, service, and warranties.
Maintains and update all Purchase records (purchase orders and DO) in both electronic and paper records to monitor purchasing movement and delivery records
Collecting, organizing, and storing information using computers and filing systems.

Maintenance Activities

Responsible and ensure the company's hotline is transferred and diverted to appointed personnel for maintenance duties' escalation at the specific time period
Maintains and update the IMS for every fault call received and generate monthly report for internal and external stakeholders
Understand the maintenance duties of maintenance team to provide effective and concrete fault call routing
Record keeping of all transmittals in both electronic and paper systems

Operation

Arrange and attend internal company meetings and take minutes of meeting; in addition, be able to take minutes of meeting for external meetings when applicable.
Lead and Coordinate with all teams in ensuring proper documentations and filing in accordance to ISO requirements
Lead and Coordinate with all teams on ISO Renewal and BCA documentation on upgrading of level in company's level and entire group's level
Maintains and update all track record pertaining to Sales, Project and Maintenance records

Prepares and monitors budget by gathering and organizing financial information; scheduling expenditures; analyzing variances; implementing corrective actions.

Developing, reviewing, and improving administrative systems, policies, and procedures.
Ensuring office is stocked with necessary supplies; stationeries, pantry items and all equipment are working and properly maintained.
Work closely with the Building Maintenance team as the secondary support to all facilities matters happening at the company's level. Be the point of contact to liaise with contractors should any facilities breakdown and report to Building Maintenance team after contractor attending the issue
Maintains facilities by proposing space allocations, layouts, and floor moves of the level
Provide orientation to new hire and student interns on company's systems, policies and procedures
Responsible for handling fault calls from clients and coordinate with operation departments to ensure smooth delivery of technical service
Communicate and coordinate with operations on accuracy and completeness of records
To follow all company business operation and Standard Operating Procedures at all times
Participate actively in Health Safety and Environment programs and activities in order to achieve Company's KPIs, ISO 14001 objectives and target
Proactively rectify any abnormalities, unsafe acts or unsafe situations and report to supervisor accordingly
Maintain high standard of housekeeping at all times
Any project or operational duties as assigned by supervisor

What qualifications should you have?

Diploma in Business Administration, Electronic Engineering or related disciplines
Preferably with 1 year relevant working experience
Proficient in Microsoft Office (Outlook, Words, PowerPoint, Excel)

What attributes should you possess?

Meticulous and able to multitask
Strong organizational, administrative and time management skills with the ability to meet deadlines
Positive working attitude, selfinitiated, good communication and interpersonal skills
Ability to work effectively as a team player and independently