Job Description

Job Title

Receptionist & Office Assistant

Business Unit

All Business Units & Functions based in Singapore

Function/Region

Administrative

Location

Singapore

Leader

Senior Leader based in Singapore Office (TBC)

People Leadership

No

Job Level

5

Role Purpose

Responsible for managing the Singapore office operations, providing reception services and administrative support to the Singapore office.

Accountabilities

Manage the reception area, including monitoring visitor access, overseeing meeting room bookings, handling mail delivery services, responding to incoming calls and forwarding them on to relevant colleagues.

Responsible for supplier management for the Singapore office, including sourcing of suppliers, contracts renewal, overseeing maintenance services, processing payment and ensure security clearance is in place for suppliers.

Proactively track office inventory, assist with ordering of employee business cards and managing office/building access cards.

Partner closely with the office building management to cascade relevant office building communication to employees and manage building tenant portal.

Manage, train and monitor the performance of office cleaners.

Responsible for maintaining a safe office environment by conducting periodic checks on first aid kits/fire extinguishers inventory and ensuring that the office environment is complying with Health and Safety measures.

To be part of the Singapore office Health and Safety Committee to support the implementation of Safe Management measures, provide weekly reports on staff entry and maintain required compliance documentation for government inspections.

Provide administrative support to the leadership team based in the Singapore office. This includes coordinating meeting schedules, processing expense claims, and organizing travel arrangements where required.

Support and coordinate Singapore office events, meetings, Townhalls, conferences as well as all employee engagement activities.

Values

Core Competencies:

Working with People

Demonstrates an interest in and understanding of others

Adapts to the team and builds team spirit

Recognises and rewards the contribution of others

Listens, consults others and communicates proactively

Supports and cares for others

Develops and openly communicates self-insight, such as an awareness of own strengths and weaknesses

Following Instructions and Procedures

Appropriately follows instructions from others without unnecessarily challenging authority

Follows procedures and policies

Keeps to schedules; arrives punctually for work and meetings

Demonstrates commitment to the organization

Complies with legal obligations and safety requirements of the role

Planning and Organising

Sets clearly defined objectives

Plans activities and projects well in advance and takes account of possible changing circumstances

Identifies and organises resources needed to accomplish tasks

Manages time effectively

Monitors performance against deadlines and milestones

Delivering Results & Meeting Customer Expectations

Focuses on customer needs and satisfaction

Sets high standards for quality and quantity

Monitors and maintains quality and productivity

Works in a systematic, methodical and orderly way

Consistently achieves project goals

Adapting and Responding to Change

Adapts to changing circumstances

Accepts new ideas and change initiatives

Adapts interpersonal style to suit different people or situations

Shows respect and sensitivity towards cultural and religious differences.

Deals with ambiguity, making positive use of the opportunities it presents.

Deciding and Initiating Action

Makes prompt, clear decisions which may involve tough choices or considered risks

Takes responsibility for actions, projects and people

Takes initiative, acts with confidence and works under own direction

Initiates and generates activity

Skills and Qualifications:

Essential:

Experience in senior level administration and managing office operations.

Good interpersonal skills, with the ability to manage stakeholders at all levels.

Comfortable using Microsoft Applications (Excel, Word, PowerPoint).

Demonstrates understanding of how to handle confidential information appropriately.

Desirable:

Strong organizational skills, with a high attention to details.

Ability to work independently in a fast pace, cross functional environment.

Collaborative mindset, with the ability to be a good team player.

Created by:

Bao Yi Koh

Date:

18 January 2022

Interested applicants please submit an updated resume and a recent photo in MS Word format to: alice@officesecretaries.com.sg