We are currently looking for a Office Administration and Executive Assistant Support to:
*Oversee office management including daily operation, business travel, facilities management, procurement and supervision of administrative. personnel including receptionist, dispatch, cleaners, tea ladies etc.
*Responsible for office facility, cleanliness, equipment, furniture and maintenance, including necessary repairs for smooth running of daily operation and a pleasant working environment.
*Manage and administrate telecommunication services and company mobile phone devices.
*Manage contracts (and vendors) for office lease, office equipment & supply and outsourcing services such as , cleaning and travel.
*Review and manage the quality and cost effectiveness for office operations and procurement of office equipment, supply and services.
*Budget and monitor expenses of items and services managed by the department.
*Regular review of work processes and develop new initiatives to improve efficiency (time & cost) and internal customer experience.
*Administrating Travel Database, formulate, implement and educate employees on office and travel guidelines and policies, including regular review and ｕpdates.
*Proxy approve for Managing Director in Travel Approve Database for all his direct and dotted reporting employees ensuring compliance to Travel policy.
*Proxy approver for Managing Director in E-claims system once signature been obtained for all his direct and dotted reporting employees.
*Manage contractors and vendors for office maintenance and other matters eg renovation and relocation.
*Key contact point with building management for all matters including season parking arrangement / Annual Fire Drills.
*Disseminate circulars/information/notice to all staff.
* Travel Insurance management and administration: including yearly review and renewal of all employees Travel Insurance. Point of contact with Travel Insurance Company for processing of Travel claims submitted and Letters of Insured (LOIs) requests from colleagues.
Executive Assistant Support
*Provide full secretarial and administrative support to the Managing Director e.g. consolidate presentation materials for management reports, prepare and follow up works for internal and external meetings etc.
*Proactive diary management comprising of travels and meetings schedule, arrangement and coordination of schedules and appointments across different time zones.
*Manage flight/ground transportation, visa applications, hotel booking and expense claims for the Managing Director.
*Plan, arrange and coordinate in all aspects for on and off site company meetings and events such as monthly local Coordination meeting & quarterly Management information meeting.
*Consolidating minutes for meetings and following up with action topic(s).
*Screening incoming mails and calls and sorting them according to priority.
*Provide hospitality to key business partners and visitors.
Part of Social Committee - Organizing employee engagement activities:
*Contract Management - Maintaining contracts e-filing and physical filing and administrating Singapore and regional entities contracts in Memo tech database.
*Support Legal Department in administrative work across the region - main point of contact for external vendors and Internal legal team to ensure corporate documents are maintained according to deadlines and in accordance to local compliance.
*Ad hoc requests from Management Team.
*Standing-in at Reception in the event of receptionist being on Medical Leave or Annual Leave.
Our client needs someone with the following skills:
*Korean above fluent Level for communication with client and internal.
*Secretary experience have been for 5-10 years. Preferred for CEO or Manager level.
RGF Talent Solutions Singapore Pte. Ltd. (Licence No: 10C2978)
71 Robinson Road #05-04, Singapore 068895
Tel: +65-6221-7437 Fax: +65-6221-2021