Part Time - 4 day work week, 9am to 4pm
First point of contact for the Singapore office, from answering calls, greeting visitors to goods receipt. Fully responsible for the day-to-day maintenance of pantry, meeting rooms and all common areas. Support the human resources team administratively, including supporting HR Director directly.
Role & Responsibilities
Office Administration
- Work closely with the Senior F&A Executive for the maintenance of the office, including but not limited to stock level of snacks & beverages and office supplies, meeting room setups, greeting visitors, good receipts, courier management, etc.
- Perform office management duties such as liaising with office building management, contractors, and third parties when needed, and ensure smooth daily office operations
- Perform reception duties including but not limited to answering calls and enquiries, screening and routing calls to relevant department and courier arrangement
- Coordinate meetings and company events
- Ensure an effective and efficient working partner relationship is in place across functions
Human Resources Operations
- Manage and maintain office access and coordinate name card printing
- Support on relocations, e.g. flight booking, temporary accommodation sourcing, etc.
- Support the team in updates necessary to other departments, e.g. consolidations of new hires & terminations to IT for email account/account access management
- Support all HR related vendor creations and ensure invoices are followed through to payment in compliance with internal processes
- Support the teams in sourcing vendors, travel booking and T&Es as and when required
- Ad hoc tasks as assigned
Assistant to HRD
- Provide administrative support to direct manager such as meeting arrangement, travel booking, expense claims, and ad hoc tasks as assigned
- As and when required, support business heads (e.g. maison general managers, retail heads, etc.) on expense claims and meeting arrangements.
Profile
- Minimum 3 years of office administration experience, with secretarial support experience being an advantage
- Proficient with Outlook and data management
- Sensitive to information and maintain confidentiality at high level
- Ability to multi-task, strong sense of priority/urgency
- Ability to understand different work cultures, good organization and time management skills
- Good written English
