Receptionist duties of answering and directing calls to respective staff
Attend to walk-in couriers and deliveries or guests, general queries from staff
Handle incoming/outgoing correspondence, including mails/couriers and registered mails at Post Office
Manage the ordering of pantry and stationery items to ensure adequate supplies
Provide support for Security Access System and printer codes
Coordinate documentation for admin and studios (Invoices, data entry and filing system, BIM)
Coordinate with external vendor to ensure good upkeep of premises
Arrange and manage meeting and conference room setups, including preparation and cleanup
Monitor and disseminate information regarding tenders (government and private tender sources) to relevant studios, ensuring timely action and increasing potential business opportunities
Assist in the preparation and submission of project-related reports, invoices and ensure submission is on time.
Creation of project in internal system
Assist in issuing project administrative documents like AI/EI, AD/ED, Payment Certificates & etc
Maintain project files and ensure they are up to date.
Prepare addition and omission work on behalf of the team.
Assist in other administrative duties as required by the team.
Obtain, review & negotiate for competitive prices, delivery scheduling, payment terms, products and services from vendors, ensuring promptness and accuracy
Administer and run an in-house e-Shop system (Ordering & issuing of staff birthday benefits, maintaining inventory)
Liaise with facilities management agency for related services (Carpark matters, enquiries, maintenance support, feedback, vendors/contractors as required)
Plan, coordinate, and execute company events, overseeing end-to-end arrangements to ensure successful execution
Maintain, source and purchase supplies for festive seasons (Chinese New Year, Mid-Autumn Festival & etc) and events
Perform any other relevant ad-hoc duties as assigned by the Supervisor
JOB REQUIREMENTS
Minimum a Nitec/Higher Nitec/Diploma with 3 years of relevant administrative experience
Strong organisational and time management skills with attention to detail
Excellent communication and interpersonal skills
Ability to work independently and as part of a team
Proficient in MS Office suite, particularly in Word, Excel and Outlook
