Job Description

About our client : Our client is the world\'s leading independent tank storage company.

About the role: (1) Administration Support and Coordination

• Supervise Janitor
• Responsible for housekeeping (with the support of the Janitor) for the buildings (internal and external) within the JRC facilities
• JI passes management and handling pass applications, etc.
• Coordinate bus transport arrangements for staff
• Responsible for the timely delivery of internal and external mail.
• Arranging staff uniforms on a timely and on ad-hoc basis.
• Responsible for replenishment of office printing material, stationery, refreshment, and sundries.
• Keep track of the archive files stored and those send for destruction
• Responsible for yearly training on telephone courtesy.
• Develop and maintain a common/systematic filing system in the terminal.
• Responsible for an individual role in crisis management.
• Provide a high level of PR towards customers, visitors and terminal staff.
• Managing the meeting rooms and visitors refreshment.
• Responsible for an adequate supply of drinking water
• Coordinate the arranging for lunch for the day shift & office staff.

(2) Corporate Secretarial Support

• Preparation & Co-ordination of Annual General Meetings and Board of Directors Meetings
• Compilation of AGM and Board meeting presentation slides and materials
• Facilitate the signing of AGM and Board materials, including minutes of meetings and bank documents etc.
• Timely filing of corporate secretarial documents
• Liaise with Primacy on corporate secretarial matters, including preparation (for circulation) of all Board resolutions and AGM minutes

(3) Finance & Business Control Support

• AP Invoice Processing role, to ensure timely input of AP invoices into the OCS system
• Assist in preparation of JTC invoice reports
• Prepare financial surveys for review
• Assist the Finance team to prepare audit confirmations e.g. key management etc.
• Ensure proper filing of all BCSS contracts

(4) Reporting

• Assist in all aspects of the General Manager\xe2\x80\x99s routine work including a planned program for his management team and any event for the terminal.
• Host terminal visits (relations services)
• Schedule & co-ordinate meetings & appointments and signing of terminal documents, including electronically signed documents
• Draft internal/external communication on behalf of GM
• Manage all events, projects etc. as tasked by GM
• Timely preparation of LE and Budget for expenses under GMO and Finance Office
• Prepare agenda and record minutes for periodical meetings (.e.g. weekly management team meeting etc.);
• Liaise with secretaries from stakeholders \xe2\x80\x93 consortium partners and any other authorities (e.g. reporting)
• Support Company Crisis Management Team (CMT), including update of CM handbook & manage CM portal and co-ordinate with SHE/Ops Managers on the set up of crisis room
• Manage Management of Change (\xe2\x80\x9cMOC\xe2\x80\x9d) for every change in key personnel
• Manage the on boarding program for New joiners
• Manage all farewell sessions for Leavers

(5) Logistic Support

• Source office supplies and maintain pantry stock
• Manage & Track Security Access
• Support team logistics such as shuttle bus arrangements
• Act as the focal point for the canteen operation, tenanted units, and housekeeping

(6) Stakeholder Management

• Act as a central point of contact to the internal and external stakeholders of the Terminal, inclusive of the engagement with the front-line personnel.
• Liaise with the front-line workforce
• Ensure positive engagement with stakeholders
• Provide support to ensure the terminal exercise customer service to internal and external customers
• Liaison with IT department: Not limited to daily backup tapes in the server are changed and request for additional support from time to time is rendered.
• Timely disseminate all directive memos, notices, group corporate affairs, and company worldwide information.
• Support and coordinate all related company events rendered efficiently as and when required.

About the role:

• Diploma/Bachelor\xe2\x80\x99s Degree with 5 to 10 years of working experience in office management, document control, and/or coordination in General Management
• Able to work independently
• Strong interpersonal skills
• Organizational skills
• Detail-oriented and proactive
• Excellent stakeholder management/relationship skills
• Good verbal and written communication skills, including documentation
• Strong problem-solving skills
• Ability to support an e-business environment

Other:

• Work location: Jurong Island (transport provided at Jurong East)
• Work hours: Monday to Friday

• Please note that only shortlisted candidates will be contacted.
  

Employment Agency: Kingsforce Management Services Pte. Ltd. Employment Agency Licence No: 94C3545 EA Personnel: Wong Pik Kiun (Kimberly) EA Personnel Reg. No.: R1984508