office adminstrator.

A financial industry client is looking for a capable office admin to join their team. The Office Administrator will be important in ensuring the efficient operation of the office while providing high-quality secretarial support to the Chief Operating Officer (COO). This role encompasses a wide range of responsibilities, including overseeing daily office functions, managing facilities, and offering comprehensive secretariat support. The ideal candidate will excel in a busy environment, demonstrate exceptional organizational skills, and manage multiple tasks with precision.

about the role

Role & Responsibilities:

Your Primary Responsibilities for Office Administration:

• Attending to visitors to the office premise
• Oversee day-to-day office operations, including managing office supplies, equipment, and facilities
• Procurement of office and pantry supplies
• Coordinate office maintenance and repairs as needed
• Manage office vendors and service providers
• Maintain office filing systems and ensure all office policies and procedures are up to date
• Ensure the upkeep of the office and meeting rooms to be a clean, safe and pleasant working environment for our employees and guests
• Handle incoming and outgoing mail and packages
• Supervise the Pantry Person
• Support the administrative aspects of onboarding and offboarding of employees, including provision and return of security cards, keys and equipments etc.

Facilities Management:

• Serve as the primary point of contact for building management and maintenance staff including pest control, aircon maintenance and repairs of office equipments
• Coordinate office moves, renovations, and equipment installations
• Ensure the office is clean, safe, and well-maintained at all time
• Monitor and manage office security systems and protocols
• Issuance and collection of office access passes and building passes
• Manage the issuance and collection of office access pass and drawer keys

Your Secondary Responsibilities will be a Secretariat Support for COO:

• Manage the COO's calendar and schedule appointments and meetings
• Prepare meeting agendas, presentations, and other materials as needed
• Handle travel arrangements and accommodations for the COO
• Assist with any other administrative or coordinative tasks assigned by the COO

b) Interview Arrangements:

• Coordinate interview schedules, confirmations, and logistics for prospective candidates
• Liaise with recruiters and hiring managers to ensure a smooth interview process
• Prepare interview rooms for candidates

Skills and experience

To qualify for this role client is looking for

• Diploma in Business or related field, or office management professional certificate.
• Minimum of 5 years of experience in office administration and facilities management
• Experience in managing a small office and providing some secretariat support to a senior executive in similar capacity as an office administrator would be an added advantage Strong organizational and time management skills

• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office applications
• Ability to work independently and prioritize tasks effectively

To apply online, please click on the appropriate link.

EA: 94C3609 / R1110392