Facilities & Admin Executive

FORVIS MAZARS LLP; Singapore; On-site; SGD 100,000 - 125,000; Full time

Job summary

A professional firm in Singapore seeks a highly organised and reliable Facilities & Admin Executive to manage administrative activities effectively. The role involves reception duties, managing office supplies, coordinating with maintenance, and ensuring a clean office environment. Ideal candidates must possess strong communication skills, be adept in organizational tasks, and have experience in admin support. This position offers an engaging work environment with a focus on proactivity and teamwork.

Qualifications

• Diploma/degree holder in any field.
• Minimum 2-5 years of experience in admin/business support.
• Excellent oral and written communication skills, with tact and diplomacy.
• Flexible, adaptable, and highly independent.
• Meticulous with good organisational skills and the ability to multitask.
• High level of initiative and proactivity.
• Cheerful and friendly disposition.

Responsibilities

• Provide assistance with reception duties and associated tasks, including directing incoming calls and visitor registration.
• Handle courier requests and manage the collection and distribution of incoming mail.
• Oversee pantry, office supplies, and equipment management by tracking, storing, and maintaining them appropriately.
• Coordinate with in-house cleaners to ensure overall cleanliness of the office environment.
• Liaise with maintenance agents on building facilities upkeep.
• Coordinate and manage the booking of meeting rooms.
• Facilitate the setup of training spaces and/or meeting rooms.
• Review, process, and submit vendor invoices for approval.
• Assist the team in managing firm's travel arrangements.
• Perform any other ad-hoc administrative, coordination, and facility related tasks as needed.

Skills

Microsoft Office

Communication skills

Organizational skills

Team player

Education

Diploma/degree in any field

Job description

This role offers an excellent opportunity for a highly organised, reliable and effective individual to take on the role of Facilities & Admin Executive in our firm and to work with a team of professionals. You will be responsible for supporting all of the administrative activities that facilitate the smooth running of the office, facilities, and resources, devising ways to streamline processes.You are also expected to be proactive, forward-thinking and organized while assisting partners and teams with their work activities.

Responsibilities:

• Provide assistance with reception duties and associated tasks, including directing incoming calls and visitor registration.

• Handle courier requests and manage the collection and distribution of incoming mail;

• Oversee pantry, office supplies, and equipment management by tracking, storing, and maintaining them appropriately. A certain amount of heavy lifting may be required;

• Coordination with in-house cleaners to ensure overall cleanliness of the office environment, including all rest areas, pantries, meeting rooms, and event spaces;

• Liaise with maintenance agents on building facilities upkeep, addressing equipment breakdowns, lighting issues, air-conditioning servicing, and electrical supply needs;

• Coordinate and manage the booking of meeting rooms as required;

• Facilitate the setup of training spaces and/or meeting rooms, including food and beverage placement;

• Review, process, and submit vendor invoices for approval;

• Assist the team in managing firm's travel arrangements, which includes researching & booking the necessary mode of transport for business travel in accordance with the firm's guidelines;

• Perform any other ad-hoc administrative, coordination, and facility related tasks as needed.

Requirements:

• Diploma/degree holder in any field

• Minimum 2-5 years of experience in admin/business support

• Microsoft Office knowledge will be advantageous.

• Excellent oral and written communication skills, with tact and diplomacy.

• Great team player who works well with all levels of colleagues.

• Flexible, adaptable, and highly independent.

• Meticulous with good organisational skills and the ability to multitask.

• High level of initiative and proactivity.

• Cheerful and friendly disposition.

We regret to inform that only shortlisted candidates will be notified.