Administrative Executive

ONG&ONG; Singapore; On-site; SGD 30,000 - 40,000; Full time

Job summary

A leading design consultancy firm in Singapore is seeking a Receptionist to manage calls, handle correspondence, and provide administrative support. The ideal candidate will have at least 3 years of experience in a similar role, strong organisational skills, and proficiency in MS Office. Responsibilities include managing office supplies, coordinating events, and liaising with vendors. This position offers a dynamic work environment and opportunities for growth.

Qualifications

• Minimum 3 years of relevant administrative experience.
• Strong organisational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Proficient in MS Office suite.

Responsibilities

• Answer and direct calls to respective staff.
• Attend to walk-in couriers, deliveries, and general queries.
• Manage incoming/outgoing correspondence.
• Order pantry and stationery items.
• Maintain company’s facilities and office equipment.
• Plan and execute company events.

Skills

Organisational skills

Time management

Communication skills

Interpersonal skills

MS Office proficiency

Education

Nitec/Higher Nitec/Diploma

Job description

Receptionist duties of answering and directing calls to respective staff

Attend to walk-in couriers and deliveries or guests, general queries from staff

Handle incoming/outgoing correspondence, including mails/couriers and registered mails at Post Office

Manage the ordering of pantry and stationery items to ensure adequate supplies

Provide support for Security Access System and printer codes

Coordinate documentation for admin and studios (Invoices, data entry and filing system, BIM)

Coordinate with external vendor to ensure good upkeep of premises

Arrange and manage meeting and conference room setups, including preparation and cleanup

Monitor and disseminate information regarding tenders (government and private tender sources) to relevant studios, ensuring timely action and increasing potential business opportunities

Assist in the preparation and submission of tenders, invoices and ensure submission is on time

Prepare addition and omission work on behalf of the team.

Assist in other administrative duties as required by the team.

Obtain, review & negotiate for competitive prices, delivery scheduling, payment terms, products and services from vendors, ensuring promptness and accuracy

Administer and run an in-house e-Shop system (Ordering & issuing of staff birthday benefits, maintaining inventory)

Manage, review & update company’s facilities and office equipment (Contract renewals, repair, maintenance & etc) ;(e.g. copiers, plotters, air-conditioning, lighting, telephone, fire extinguishers, etc)

Liaise with facilities management agency for related services (Carpark matters, enquiries, maintenance support, feedback, vendors/contractors as required)

Plan, coordinate, and execute company events, overseeing end-to-end arrangements to ensure successful execution

Maintain, source and purchase supplies for festive seasons (Chinese New Year, Mid-Autumn Festival & etc) and events

Will be required to commute between our two office locations as part of your role

Perform any other relevant ad-hoc duties as assigned by the Supervisor

JOB REQUIREMENTS

Minimum a Nitec/Higher Nitec/Diploma with 3 years of relevant administrative experience

Strong organisational and time management skills with attention to detail

Excellent communication and interpersonal skills

Ability to work independently and as part of a team

Proficient in MS Office suite, particularly in Word, Excel and Outlook