Company Overview / Employee Value Proposition
With a track record of more than 40 years in the industry, ONG&ONG has earned an unparalleled reputation for servicing our clients with creativity, excellence and commitment. ONG&ONG offers a complete 360 solution - i.e. a parceled cross-discipline integrated solution, encompassing all aspects of the construction business. This three-pronged solution encompasses design (architecture, urban planning, interior, landscape, environmental branding, lighting and experience design), engineering (mechanical, electrical, civil, structural, fire safety and environmental) and management (project, development, construction, cost and place). We are an ISO14001 certified practice with offices in Singapore, China, Vietnam, India, Malaysia, the USA, Indonesia, Mongolia and the UAE. In-depth knowledge of the local context, culture and regulations allow us to better understand our clients needs to enable us to meet and exceed their expectations. With more than a hundred awards to our name, ONG&ONG constantly works towards staying ahead of the competition.
Job Summary
Provide comprehensive administrative and reception support to enhance operational efficiency and client engagement across ONG&ONG's offices, ensuring seamless communication, vendor management, and event coordination.
Responsibilities
- Answer and direct incoming calls to appropriate staff, ensuring timely and professional communication
- Greet and assist walk-in couriers, deliveries, guests, and respond to general staff queries to maintain smooth front-desk operations
- Manage incoming and outgoing correspondence, including mails, couriers, and registered mails at the Post Office, ensuring accurate and timely handling
- Oversee ordering and inventory management of pantry and stationery supplies to maintain adequate stock levels
- Support Security Access System and printer code administration to facilitate secure and efficient office access and printing services
- Coordinate documentation processes for administrative and studio needs, including invoices, data entry, filing systems, and BIM documentation to support project workflows
- Liaise with external vendors to ensure proper maintenance and upkeep of office premises, enhancing workplace environment
- Arrange and manage meeting and conference room setups, including preparation and cleanup, to support effective internal and external engagements
- Monitor and disseminate tender information from government and private sources to relevant studios, enabling timely action and maximizing business opportunities
- Assist in preparing and submitting tenders and invoices, ensuring accuracy and adherence to submission deadlines
- Prepare addition and omission work documentation on behalf of the team to support project administration
- Negotiate with vendors to obtain competitive pricing, delivery schedules, and payment terms, ensuring cost-effective procurement and prompt service delivery
- Administer and operate the in-house e-Shop system for staff benefits, including ordering, issuing, and inventory maintenance
- Manage and update company facilities and office equipment contracts, repairs, and maintenance (e.g., copiers, plotters, air-conditioning, lighting, telephone, fire extinguishers) to ensure operational readiness
- Coordinate with facilities management agencies on carpark matters, maintenance support, vendor/contractor feedback, and related enquiries to maintain facility standards
- Plan, coordinate, and execute company events, overseeing all arrangements to ensure successful and impactful event delivery
- Source and purchase supplies for festive seasons (e.g., Chinese New Year, Mid-Autumn Festival) and company events to enhance employee engagement
- Commute between two office locations as required to support operational needs
- Perform other relevant ad-hoc duties as assigned by the Supervisor to support team objectives
Required competencies and certifications
- Proficient in MS Office suite, particularly Word, Excel, and Outlook, to efficiently manage administrative tasks
- Strong organisational and time management skills with meticulous attention to detail to ensure accuracy and timely completion of duties
- Excellent communication and interpersonal skills to facilitate effective collaboration and client interaction
- Ability to work independently and collaboratively within a team to achieve operational goals
