Career Category Administrative


Admin Coordinator
Accountabilities:
Provides administrative support for Singapore affiliate through the delivery of a variety of business services
Key Responsibilities:
Reporting to the Senior Associate, Project Management, SEA Region, the Admin Coordinator is a client facing role responsible for supporting the Senior Associate, Project Managment SEA Region in a
variety of administrative and business support activities, in addition to overall Singapore office admin
requirements, including but not limited to:
Business Support
\xef\x82\xb7 Ensures timely coordination and support of Country Director\xe2\x80\x99s calendar scheduling and business
meetings, and arranging business travel arrangements.
\xef\x82\xb7 Prepares agendas, takes and completes committee meeting minutes; coordinates distribution
and follows up on action items.
\xef\x82\xb7 Preparing and submitting Country Director\xe2\x80\x99s expense reports on a timely basis.
\xef\x82\xb7 Coordinating arrangements and executing key tasks to effectively manage Singapore and
Malaysia office and offsite business meetings (virtual, hybrid and/or in person) by utilizing
Amgen approved collaboration tools, including MS Teams/WebEx and other technologies.
\xef\x82\xb7 Supporting internal meetings, events & activities e.g, employee engagement activities, town
halls and monthly staff bonding activities including logistics, catering and equipment needs.
Office Support
\xef\x82\xb7 Assist in new hire onboarding tasks by preparing access pass.
\xef\x82\xb7 Raising purchase orders and ensuring accuracy in such orders.
\xef\x82\xb7 Ensure timely payment to vendors and reconciliation of purchase orders to invoices.
\xef\x82\xb7 Manages the administrative aspects of relationships with outside vendors.
\xef\x82\xb7 Manages department operations: filing, printer maintenance, tracks budget through Anaplan,
ensures stationary orders and manage pantry supplies.
\xef\x82\xb7 Screens and acts on incoming phone calls and e-mails; provides service and handles complaints.
Screen visitors. Provide visitor refreshments and other services as needed. Provide general
support to guests.
\xef\x82\xb7 Lobby appearance management.
\xef\x82\xb7 Arranging for Couriers. Responsible for distribution of Letters / Courier packages.
\xef\x82\xb7 Assisting in BTA travel arrangements e.g., Singapore/Malaysia kickoff meeting, as and when
required. Coordinates local and international meetings; arranges travel, meeting arrangements
and accommodations.
\xef\x82\xb7 Serves as a primary contact for Singapore meetings - room booking, setting of meeting rooms,
LCD Projector, office equipment maintenance.
\xef\x82\xb7 Maintains distribution and personnel lists.
\xef\x82\xb7 Participates in department project teams.
\xef\x82\xb7 May provide training, guidance and orientation to new team members.
\xef\x82\xb7 Providing back-up administrative support to the other Administrative Coordinator in the team.
\xef\x82\xb7 Assisting with ad-hoc duties, as assigned.
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