Job Description

West , Jurong Island - Transport Provided at Jurong East
$4K-$4.5K
08 Apr 2023

Executive
3-5 years

Person-In-Charge: Joni (R1106641)
Email:
Contact: 6566 5498

Reponsibilities

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 application, etc.

Coordinate bus transport arrangement for staff

Responsible for timely delivery of internal and external mails.

Arranging of staff uniforms on a timely and on adhoc 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 terminal.

Responsible for individual role in crisis management.

Provide high level of PR towards customers, visitors and terminal staff.

Managing the meeting rooms and visitors refreshment.

Responsible for adequate supply of drinking water

Coordinate the arranging for lunch for day shift & office staff.

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 meeting 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

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 Company contracts

Reporting

Assist in all aspect of General Manager\xe2\x80\x99s routine work including planned programme 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

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

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 server are changed and request for additional support from time to time is rendered.

Timely disseminate all directive memo, notices, group corporate affair and company worldwide information.

Support and coordinate all related company event is rendered efficiently as and
Requirements

• Min Diploma holder in Business / Others Disciplines
• Min 3-5 years 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

Additional Information

Interested candidates, please forward detailed resume in MS Word Format to joni@hkmsvs.com or contact 6566 5498 for more details.

Please provide following information in the resume

1) Reasons for leaving current and/or last employment
2) Last drawn and/or current salary
3) Expected salary
4) Date of availability and/or Notice Period

All applications will be treated in strictest confidence and only shortlisted candidates will be notified

HKM HR Management