Administrator (Research & Development Team)

EST - HK SEA PTE. LTD.; Singapore; On-site; SGD 36,000 - 47,000; Full time

Job summary

EST - HK SEA PTE. LTD. is seeking an experienced Office Administrator to support reception, coordinate travel for the R&D team, and oversee key office operations including SAP purchasing and supplier interactions.

Applicants must be meticulous, highly organized, and proficient in Microsoft Office; capable of data entry in SAP/Oracle; handle minutes, reports, events, and compliance with minimum supervision.

Qualifications

• GCE O level certificate or National Trade Certificate in Business Administration with at least 5 years of relevant office administration or supply chain functions.
• Data entry experience in purchasing software such as SAP or Oracle is highly desired.
• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint) is required.
• Meticulous and able to work independently.
• Experience with SAP, Ariba, and Microsoft Form applications is an advantage.

Responsibilities

• Receive visitors and manage the front desk operations.
• Consolidate travel requests for the R&D team and coordinate with Finance to book air tickets, hotel, and car rentals.
• MRO activities including ordering stationery, pantry items, and office equipment; stock-taking.
• Maintain employee and department directories; host guests as needed.
• Handle outgoing mail and distribute incoming mail; manage calls and emails.
• Track stocks of office supplies and arrange replenishments; manage office equipment maintenance.
• Participate in planning and organizing company events as part of the organizing committee.
• Ensure compliance with company rules and office regulations; document meeting minutes for executives.
• Support in structuring company reports, meetings, and records; prepare presentations and proposals.
• Perform other tasks or projects as assigned by management; uphold excellent customer service.

Skills

Interpersonal skills

Organizational skills

Customer service

Data entry

Office administration

Education

GCE O level / National Trade Certificate in Business Administration

Tools

SAP PR

SAP Vendor invoices

SAP Purchasing

Oracle

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Ariba

Job description

Key Responsibilities - Office Administration scope:

• Responsible for receiving visitors.
• Consolidate travel request for R&D team and coordinate with Finance to book air tickets, hotel, car rental arrangement.
• MRO activities - order stationery, pantry items, office equipment which will include stock taking of administrative items.
• Maintains employee and department directories as a guide for directing visitors.
• Host guests in areas of service as necessary.
• Handles outgoing mails; sorts and distributes incoming mails.
• Manage phone calls and correspondence (e-mail,nletters, packages etc.)
• Track stocks of basic office supplies, refreshments, and facilities supplies. Place replenishment when necessary.
• Responsible for operating and maintaining office machines, including printers, copiers, and other office equipment.
• Participate, plan, and organize in all company events as part of the organizing committee member.
• Ensures compliance with company rules, activities, and regulations in the office area.
• Support in documenting meeting minutes for executives.
• Facilitate in structuring company's reports, meetings, & records in standardization.
• Submit timely reports and prepare presentations/proposals as assigned.
• Perform all other tasks or projects as assigned by management.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills.

Knowledge & Experience (Plus)

• Experience with different type of purchasing processing, quotations process, pricings process.
• Experience with supplier negotiates prices, terms, and rebates with suppliers, manufacturers, and Trade Partners.
• Knowledge of logistics delivery's, inter and intra company purchasing process.
• Vendor / Supplier qualification and on-boarding process.
• Handling and contacting local and overseas vendors for validations.
• SAP PR - creation, change, delete.
• SAP PR - Release strategy, approval process flow, SAP workflows knowledge.
• SAP Vendor invoices process knowledge.
• SAP Purchasing and financial knowledge.

Key Requirements for the job incumbent:

• Possess a GCE O level certificate or National Trade Certificate in Business Administration or its equivalents with at least 5 years of relevant office administration or supply chain functions.
• Candidate with working experience in data entry of purchase requisition in purchasing software, like SAP, Oracle system would be highly desired.
• Proficiency in Microsoft Office Applications, in PowerPoint, Word or Excel would be highly preferred.
• Meticulous and able to work independently.
• Work experience in SAP, Ariba, Microsoft Form application would be an advantage.