Job Description & Requirements
We are seeking a well organized and detail-oriented Program Administrator to join our team. You will be responsible for providing administrative support to ensure efficient operation of the Company Recreation Club . The club main objective is to offer a range of recreational activities for employees to enjoy. The program administrator will support the club committee through a variety of tasks related to organization, communication and interaction with members of the club.
Key Activites / Resposibilities
- Provide administrative and logistics support to Social & Sports Secretaries and assist Committee Members to ensure club programs/activities are run smoothly
- Provide guidance to new Committee Members and various sub-committees in transition
- Provide guidance to organizers for smooth execution for the club activities
- Prepare sharepoint registration and announcement on respective events
- Ensure registration of events tally with payment received as per registration
- Ensure payment of invoices are properly endorsed with supporting documents
- Maintain records of payments and receipts for events and tally them with final Event Approval Form (EAF)
- Conduct banking-related activities such as epayment and setting up epayment collection from members
- Liaise with vendors on various aspects of event organizing and payment including running errands to pay and collect tickets
- Administer overall control of Sharepoint, LAN files or any request related access
- Communicating with respective internal contacts relating to work process, Global Cards,
- Support club affiliated sub-committees - e.g. Orientation for New Employees Singapore (ONES), Flagship events . Attending club meetings, sub-committee meetings after office hours as and when required. Expected to help in major events - e.g. D&D, Dragon Boat Carnival, Running Carnival, ONES, Xmas Party, mostly weekends or outside of office hours
- Support Honorary Secretaries in meeting arrangements - e.g. Booking & setup of meeting rooms, purchase & logistics of meeting meals
- Process membership enrolment for regular employees through HR Payroll Team
- Process & collect payment from local retirees and expatriates and maintain records on their membership status and send renewal requests
- Process Monthly Corporate Card Statements
- Help organize or source for interesting or unusual events and alert respective secretaries of the offer or promotions if any.
- Source for events and introducing interesting and new ones for the club and if there are no organizers, will volunteer to help organize. Priority is to introduce new and unusual events to offer to the club Members which may be overlooked by organizers due to their busy schedules
- Adapting and accepting to new initiatives introduced for the efficient operation of the club, e.g. e-payment, registration, F-1 processing and vendor master maintenance
Qualifications
- Proven experience as an office secretary or administrative assistant
- Proficient in MS Office (Word, Excel, Outlook, PowerPoint)
- Excellent verbal and written communication skills
- Strong organizational and multitasking abilities
- Ability to work independently with minimal supervision
- Resourceful in sourcing for recreation events in the market
- Enjoys socializing with others through events
