Office Management & Events Coordination
- Ensure that office facilities are maintained in a clean and organized manner, coordinating with vendors for repairs and regular maintenance.
- Monitor and maintain office supplies (stationery, pantry essentials, etc.), restocking when necessary and adhering to budget constraints.
- Manage relationships with service providers (cleaning, security, maintenance) and negotiate contracts or service-level agreements (SLAs).
- Enforce and update office policies related to health, safety, and security protocols.
- Design monthly newsletter for Corporate.
- Cascade office communications for SEA.
- Organize and coordinate internal staff events, team-building activities, and seasonal celebrations.
- Secure venues, manage catering options, coordinate audio/visual needs, and handle any special requirements.
- Gather post-event feedback, track attendance, and assess engagement levels to improve future events.
Office Requisition
- Oversee the end-to-end process for any equipment, software, or service requests, ensuring timely approvals and deliveries.
- Evaluate and select vendors, request quotations, and compare options for best pricing and quality.
- Track spending against budget, flagging discrepancies or potential cost savings.
- Maintain organized records of all requisitions, purchase orders, and vendor agreements.
Invoicing
- Coordinate with vendors and respective functions to ensure accurate, timely invoice processing and payments.
- Verify invoice details (pricing, terms, taxes) and input data accurately into financial systems or accounting software.
- Generate and review regular summaries of invoicing activities, outstanding balances, and payment statuses.
- Support financial audits by providing relevant documentation and ensuring all invoices meet internal and external compliance standards.
Data Management
- Develop and maintain interactive dashboards in Power BI to support operational and administrative reporting.
- Gather data from various sources, ensure data accuracy, and reconcile any inconsistencies before uploading to Power BI.
- Monitor key performance indicators (KPIs) for office management (e.g., cost per vendor, turnaround times) and provide insights to management.
Travel Management
- Handle end-to-end travel arrangements for staff, including ticket bookings, accommodations, and itineraries.
- Keep track of travel budgets, ensure compliance with travel policies, and resolve any billing or reimbursement issues.
- Liaise with travel agencies, hotels, and airlines to negotiate corporate rates and secure the best possible services.
General AdministrativeSupport
- Maintain accurate and up-to-date digital and physical records, including contracts, office policies, and other key documents.
- Identify process inefficiencies, propose improvements, and implement new administrative tools or workflows as needed.
- Act as a point of contact for administrative queries, ensuring smooth communication between different departments.
- Provide support with scheduling important meetings, preparing meeting materials, and setting reminders.
- Any other adhoc tasks assigned
Education:
MinimumExperience and Knowledge:
- At least 3-5 years experience in Office Administration
Job-Specific/Technical Skills required tocomplete the tasks:
- Strong interpersonal and communication skills, with the ability to build relationships and collaborate effectively.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Proficient inMicrosoft Office Suite (Word, Excel, PowerPoint).
