Office Administrative Intern

POSITION REPORTS TO:

Senior Director Strategic Operations &
Administration Asia

KEY RELATIONSHIPS:

Executive &
Executive Assistant team

Singapore Office team member and departments External Stakeholders

PRIMARY OBJECTIVES:

The Office Manager &
Executive Administratoris responsible for assisting to oversee all Office Administration related duties, projects and processes within the Singapore office and supporting overall office administration including day-to-day office operation, maintenance, new staff commencement and on-boarding process support. As well as providing high level professional administrative support for the President &
Managing Director who operates from the office and those that are travelling while working from the Singapore office.

PRINCIPAL RESPONSIBILITIES:
(Include but not limited to:
)

• Serve as a first point of contact for staff and guests, and fi eld questions by greeting, welcoming, directing and announcing them appropriately
  
• Maintain a good relationship with vendors, service/delivery personnel and building management team
  
• All administration duties as required by the President &
  Managing Director, including but not limited to:
  - Travel coordination
  - Email Inbox management
  - Processing and managing expense claims
  - Meeting minute taking and organization
  - Drafting and formatting correspondence- Diary Management
  
• Provide ad hoc secretarial support for visiting senior leaders
  
• Responsible for all general office equipment, supplies and stationery
  
• Manage all incoming and outgoing mails, parcels;
  local &
  international
  
• To procure offi ce equipment and offi ce supplies which include sourcing and price negotiation, to ensure these services are cost-effective
  
• Filing, photocopying and archiving documents as required
  
• Assist with leasing and tenancy matters where required
  
• Servicing meetings with beverages as required
  
• Assist with onboarding plans for new staff members
  
• Activate and de-activate teleconferencing service, land and mobile lines for employees
  
• Supporting HR to conduct clearance for exiting employees ensuring the smooth handover of office equipment and information
  
• Assistance in administrative initiatives and upholding procedures ensuring compliance with office policies
  
• Process &
  track payment for all invoices
  
• Any other duties as and when assigned
  
• Lead by example in both professional and personal conduct.
  
• Employees must not willfully place at risk the health and safety of themselves or any other persons in the workplace and to not willfully or recklessly interfere with or misuse anything provided for health and safety.
  
• Display innovation through inspiring, creating and improving processes and products.
  

KEY POSITION CRITERIA:

• Relevant experience in office administration
  
• Advanced Proficiency in MS Office
  
• Hands on experience with office machines and equipment
  
• Have the capacity for high level of discretion and proven ability to handle matters sensitively and confidentially.
  
• Strong customer service skills and customer focused approach to day to day work
  
• Excellent time management skills and ability to multi-task
  
• Attention to detail and problem solving skills
  
• Excellent written and verbal communication skills
  
• Strong organisational skills in a fast-paced environment
  
• A creative mind with an ability to suggest improvements