Administrative Assistant

CPG Facilities Management Pte Ltd; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to support daily operations and ensure compliance with policies. This role involves managing office supplies, assisting with tender sales, and providing vital support to the Contracts team. The ideal candidate will possess a Diploma in Business Studies and have at least 5 years of administrative experience. Join a collaborative team where your attention to detail and strong MS Office skills will make a significant impact. This is a fantastic opportunity to thrive in a fast-paced environment while contributing to the success of the organization.

Qualifications

• 5+ years of administrative experience with strong customer service skills.
• Ability to work independently and as part of a team with minimal supervision.

Responsibilities

• Perform general office duties and provide administrative support to all divisions.
• Supervise cleaning contractors and office maintenance works.

Skills

MS Office Skills

Customer Service

Attention to Detail

Education

Diploma in Business Studies

Tools

In-house Software Systems

Job description

Reporting to the Admin Manager, you will work together with your team to ensure all tasks, which include but not limited to the following, are completed promptly and daily administrative operations adhere to policies and regulations.

• Perform general office duties like filing and documentation and provide administrative support to all divisions.

• Clear the letterbox daily, frank and sort mails for all divisions, handle local and overseas courier services.

• Answer and direct phone calls and attend to incoming guests, e.g. clients, vendors, contractors.Use of in-house software systems to facilitate daily operation

• Manage FM Corporate facial recognition system for office access, create staff pass and oversee timekeeping and attendance tracking.

• Maintain, procure and manage FM Headquarter Office, Collab Area and site offices’ office equipment, stationery/office supplies, pantry items and welfare gift ordering, e.g. get-well baskets, baby hampers, congratulatory gifts, wreaths, etc.

• Provide tender sales assistance to Contracts team.

• Liaison with ITD to create copier machine users, raise e-service requests to create and terminate user accounts, changes on outlook address book, and annual email account cleanup.

• Supervise cleaning contractor, office landscaping, office repair and maintenance works.

• Monitor and ensure filing and record-keeping systems compliance with document retention policies.

• Assist in new staff onboarding processes and exit clearance and formalities in collaboration with HR.

• Monitor stock level and order staff uniform.

• Cover Admin Executive's work portfolio when he/she is on leave

• Any ad hoc duties assigned by the Supervisor from time to time.

Requirements

• Possesses a Diploma in Business Studies or relevant studies with at least 5 years of administrative experience with good customer service

• Able to work together as a team and independently with minimal supervision.

• Possessed strong MS Office skills, good working and learning attitude.

• Attention to detail and ability to handle tasks in a prompt and efficient manner

• Able to multi-task and work in a fast-paced environment

• 5-day work week (Mon to Thu: 8.30am to 6.00pm, Fri: 8.30am to 5.30pm)

*Only shortlisted candidate will be contacted for an interview.