Job Description

Purpose: This role is required to manage end-to-end office operations, provide secretarial support to the President, support in administrative functions and provide a safe and pleasant working environment.

Essential Duties / Responsibilities:

Office Administration

• Manage the Office Administration within the Company including Reception responsibilities and managing phone calls.
• Manage contracts for Singapore Office maintenance such as lighting, air-conditioning, water dispenser, copier, internet services, IT, telephone services, and other housekeeping matters.
• Manage relationships with office vendors and service providers. Develop knowledge and build strategic partnerships for better relationships with service providers and suppliers.
• Communicate with Building Management authorities to resolve issues.
• Ensure adequate office supplies, determine stock level and manage the right balance between inventory availability and cost-efficiency.
• Manage travel expenses processing and provide a monthly travel report and travel expenses reconciling for HR and finance team.
• Control costs by identifying cost saving factors and opportunities. Optimize spending and negotiate favorable pricing terms.
• Be in tune with NEP financial and business concepts in the context of administration. This includes budgets, expenses, and financial records.
• Allocate resources appropriately to support operational needs and achieve cost-effectiveness.
• Support and supervise the team for regular inspection of workplace to identify any hazards/ risks factor, manage the risks with corrective action plan.

• Negotiate for favorable terms and pricing and obtain tax invoice (as and when required) before payment is processed.
• Raise PO to the internal PO system as per PO process requirements.
• Provide Management with data and reports related to purchasing activities as and when required.
• Summarize data and prepare various reports on purchasing activities as well as cost analysis on different categories.
• Support various department for their purchasing needs as and when required.

• Ensuring all calendars are accurate and organized for the President.
• Scheduling and organizing the President\'s meetings & events.
• Booking travel arrangements for President and other senior executives
• Collating and filing the President\'s business and travel expenses.
• Managing different adhoc tasks to support the President.

• Preferably a degree or diploma in business administration or management.
• Minimum 7-8 years\' work experience including at least 3-4 years in managerial or supervisory role.
• Strong administrative skills, includes office management, record keeping and proficient in MS Office
• Exceptional time-management and multitasking capabilities combined with organizational skills
• Must be meticulous & pay attention to detail.
• Excellent verbal and written Communication
• Ability to work under pressure and meet deadlines.

NEP Group