Admin Co-Ordinator / Receptionist

Job Summary:

This position will support Admin Manager in managing the facilities as well as being the first point of contract for all visitors and internal staff.

Principal Responsibilities:

• Coordinate the facilities management service, which encompasses hard and soft services following environmental safety guidelines.

• Deliver on going performance and compliance reporting to all stakeholders.

• Raise work orders, adjust maintenance schedules and sign off work permits to optimize and maintain the work schedule.

• Deliver services and activities in line with budget and reporting requirements

• Coordinate site operations to ensure continuity of FM services with minimum disruption to organization business operations

• Comply with our company's systems.

• Providing administrative support, including meeting room arrangements, hamper ordering, electricity and water data entry and maintaining accurate records of quotation, invoices and agreements.

• Manage office operations, including supervising the reception area, handling incoming calls and emails, inquiries, visitor management, and mail/courier service.

• Coordinate with HR for newcomers’ arrangements like Access card creation/removal, name card & card photo printing, season parking

• Process invoices, track expenses, and maintain budget control

• Procure & manage pantry & office supplies

• Coordinate company events

• Coordinate with IT support on all IT related issues

• Oversee office maintenance and liaise with vendors to ensure a clean, safe, and well-functioning workplace for offices in Singapore

• Monitoring air conditioning to ensure optimal temperature and air quality.

• Routine checks and repairs of lighting fixtures and electrical systems.

• Schedule preventive maintenance to prevent any system breakdowns.

• Ensure the safety of the facilities (Fall hazard, attend to door intruder alarm after working hours & view CCTV for missing parcels and etc.)

• Oversee cleanliness of the facility and schedule pest control if required

• Other duties as assigned.

Job Level Specifications:

• Extensive knowledge of the organization, job, practices and procedures, enabling a high level of contribution.

• Completes complex assignments requiring significant judgment, initiative and problem solving skills.

• Work is performed under minimal guidance and assigned in the form of desired expectations. Independent judgment is used to determine best approach and creativity is expected to achieve maximum results and handle new situations.

• Collaboration with internal or external contacts. May participate on teams for special assignments. Responds to requests from senior management, internal and/or external contacts.

• Actions may have significant impact to department as well as others. Errors may be difficult to detect and remedy and potentially result in loss of customer business, materials, money and/or time.

Work Experience:

• At least 3 to 5 years of working experience

• Proficient in MS Office Applications

Education and Certification(s):

• Diploma with relevant working experience in Customer Services / Helpdesk is highly preferred

Distinguishing Characteristics:

• Possesses good coordination, organization and communication skill

• Comfortable in multi-tasking and meets with deadlines whenever required

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills.