Administrative Associate

Early Applicant

3-5 Years

SGD 2,500 - 3,500 per month

Job Description

Office & Facilities Administration

Lease Agreement

Ensure the office lease is valid and terms are complied with including insurance renewal, lease renewal. One year prior to expiry of lease, alert the C-suite and follow up on lease renewal until the conclusion
Ensure all lease matters are documented and notify Finance

Security

Grant door access and access card to authorized employees. Ensure permission is obtained with Reporting Officer
Deactivate access for employees who resigned or no longer authorized for access
Conduct access review each quarter, with sign off by a C-suite
Conduct necessary fire safety tests, fire drills, ensure fire equipment is valid
Ensure all other regulatory compliance

Office Maintenance

Maintain and upkeep of office cleanliness, equipment and facilities, including the meeting rooms, office rooms and common areas

e.g. bulk contracts for air con, cleaning, pest control, fire protection, water dispenser, etc.

Ensure the pantry is well maintained, clean and the fridge is cleaned every Friday. Expired goods should be removed
Arrange deep cleaning for the office every six months
Report to landlord maintenance office on any repairs or malfunction of lifts etc.
Conduct periodic check on all office facilities
Daily checks on meeting rooms, pantry and C-suite offices to ensure cleanliness and water supply (if relevant). All tables and chairs must be returned to proper placement daily.

Procurement and Other Operations

Manage office inventory stock supplies and ensure stocks are maintained at adequate level at all times. This may include stationery, pantry supplies etc.
Manage daily office operations, including handling of mails, courier services, providing support to visitors, season parking management, etc.
Provide Direction Guide to visitors and host all visitors ensuring a high standard of hospitality.
Conduct office orientation for new hires stationed at 223 Mountbatten, ensure new hires are included in TEAMS Channel and are accompanied for lunch in the first month.
Upkeep all filing

C-Suite / Exco Office Support

Manage events attendance and co-ordination (e.g. registration, car park, agenda and presentation materials etc.)
Arrange corporate gifts working with corporate communications department
Prepare list of stakeholders for various purposes, alert C-Suite on sending of gifts where appropriate e.g. Congratulations notes to stakeholders
Provide administrative support to C-Suite

e.g. Finance claims for C-Suites, Renewal of Season Parking, Meeting set up and logistics

In charge of welfare for Directors, C-suites and PMO team. Track Directors, Exco and PMO staff birthday and alert C-suites. Assist with birthday gift/ celebrations, festive seasons gifts, compassionate arrangement, farewell and any celebratory occasions
Arrange quarterly bonding activities for Directors, Exco and PMO Office
Plan budget for each financial year and track the utilization

Directors Meeting / Events, Kopi-C and Meetings

Take charge of Directors meeting schedule, meeting arrangements, rostering of meeting secretary and provide support. Follow up with CEO on action items after each Directors Meeting
Take charge of Kopi-C schedule and venue. Follow up with CEO on action items after each Kop-C
Plan Directors Retreat and execute the retreat preparation including sourcing for quotations, itinerary, travel / venue bookings, claims etc.
Support Directors in admin / co-ordination (On request basis)

Project Management Office (PMO) Support