Executive Group Admin

Sembcorp Industries Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading energy and urban solutions provider in Singapore is seeking an experienced Office Manager to ensure efficient office operations. Responsibilities include managing office supplies, supporting staff onboarding, processing financial documentation, and coordinating events. The ideal candidate has over 5 years of experience in office management and possesses excellent organizational and communication skills. Join a collaborative culture that values accountability and aims to drive energy transition.

Qualifications

• At least 5 years of experience in office management or similar roles.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.

Responsibilities

• Procure and manage office supplies with accurate inventory.
• Assist with staff onboarding and offboarding processes.
• Process Purchase Requisitions and manage financial documentation.
• Maintain organized contract databases and monitor compliance.
• Assist in event planning and execution.

Skills

Organizational skills

Time management

Communication skills

Problem-solving

Microsoft Office Suite proficiency

Job description

About Sembcorp Sembcorp is a leading energy and urban solutions provider headquartered in Singapore. Led by its purpose to drive energy transition, Sembcorp delivers sustainable energy solutions and urban developments by leveraging its sector expertise and global track record.

Responsibilities

Key Roles and Responsibilities

Office Management:

• Procure, replenish, and manage office supplies while maintaining an accurate and up-to-date inventory record.
• Coordinate maintenance and repairs of office equipment as needed to ensure operational efficiency.
• Handle and process staff requests such as name cards, rubber stamps, and other administrative needs.
• Streamline office workflow procedures to improve day-to-day efficiency and productivity.

Administrative Support:

• Assist with staff onboarding and offboarding processes, including printing access cards, updating records, and coordinating with relevant stakeholders for the collection and return of access cards.
• Assist in the preparation of reports, approval papers, presentations, and other documentation as needed.

Financial Management:

• Process Purchase Requisitions (PR) and Purchase Orders (PO) in accordance with company workflow, ensuring timely invoice processing, corporate membership tracking, and renewals.
• Assist in compiling, analyzing, and presenting data for monthly reports on incurred expenses to support effective budget monitoring.
• Identify opportunities for cost savings and process efficiencies, recommending improvements where applicable.

Contract & Vendor Management:

• Maintain an organized and up-to-date contract database for the department, ensuring all contracts are easily accessible and properly archived.
• Monitor contract performance and compliance, ensuring all parties meet their obligations and identifying any discrepancies or issues.
• Manage relationships with external service providers, ensuring effective communication and adherence to agreed contract terms.
• Ensure work delivered by outsourced providers meets required quality standards, offering regular feedback and guidance as needed.

Events Management:

• Assist in booking venues, equipment, and vendors in accordance with the organization's procurement policies and procedures.
• Prepare and organize event materials and documentation
• Track expenses, process invoices, and manage event budgets
• Support on-site logistics and post-event follow-up

Executive Office Support:

• Provide support to the Executive Office with strong planning and arrangements for board-related / VIPs meetings, inclusive of hospitality, refreshment, dispatches, logistics, carpark requests, meeting rooms booking, set-up and etc.

Other Duties:

• Perform any other administrative duties as required to support the team and Head of Corporate Office Services and Executive Manager, Group CEO Office, to ensure the smooth running of the office.

Qualifications, Skills & Experience

• At least 5 years of experiences in office management / facilities management or similar roles in large and established organization.
• Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite and other relevant software.
• Ability to handle confidential information with integrity and discretion.
• Exceptional problem-solving skills and attention to detail.
• Self-motivated and able to work independently with minimal supervision.

Our Culture at Sembcorp

At Sembcorp, our culture is shaped by a strong set of shared behaviours that guide the way we work and uphold our commitment to driving the energy transition.

We foster an institution-first mindset, where the success of Sembcorp takes precedence over individual interests. Collaboration is at the heart of what we do, as we work seamlessly across markets, businesses, and functions to achieve our goals together. Accountability is a core principle, ensuring that we take ownership of our commitments and deliver on them with integrity and excellence. These values define who we are and create a workplace where our people can thrive while making a meaningful impact on driving energy transition.

Join us in making a real impact!