Office Admin

Masimo Asia Pacific; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading healthcare solutions provider is looking for an Office Admin in Singapore. This role involves supporting HR, office operations, and logistics by handling recruitment, onboarding, and various administrative tasks. Candidates should have 3-5 years of experience, strong computer skills, and excellent communication abilities. This is a fast-paced environment requiring multitasking and a proactive attitude.

Qualifications

• 3-5 years of experience as an Office Administrator/Receptionist.
• Managed employee data and travel bookings.
• Experience in calendar management across time zones.

Responsibilities

• Provide HR assistance with recruitment and onboarding.
• Coordinate travel for employees and liaise with management.
• Maintain office supplies and contracts with vendors.

Skills

Attention to detail

Computer proficiency in Microsoft Office

Excellent communication skills

Team player

Multitasking ability

Education

Degree/diploma from a recognized university

Tools

Coupa/Invoice Processing system

Job description

Job Summary:

The Office Admin plays a crucial role in supporting the human resources, sales, office operations, logistics, and other departments in our Singapore office. The role manages administrative tasks related to employee recruitment, onboarding, benefits administration, office hygiene, security and compliance, sales support, and other tasks as per business requirements. The role supports HR, Sales & logistics management on various office projects as needed.

Duties & Responsibilities:

• Provide HR assistance with the following recruitment and onboarding activities:

i. Arranging and coordinating candidates’ interviews for open positions in Singapore and other regions as required.

ii. Onboarding of new employees; preparing all necessary security access for new employees, including business cards and other new hire checklist items.

iii. Maintaining employee records for insurance, printing, and preparing business cards

• Manage attendance and leave system for the Singapore team.
• Coordinate with the Country Manager and other regional managers for their travel/issues or if any sales items are needed.
• Assists with travels, visas for Singapore employees and other national passport holders, coordinates with the local travel agent and international offices (if needed) in a timely fashion
• Point of contact for receiving office mail, office maintenance, administration, Security systems, Answer Online, Housekeeping vendor, from local customers, distributors, DIS and Export team, Credit Collection Team, HR Team
• Liaise with various Government Institutions either via email/phone calls or online portal via Singpass - ICA, MTI, NEA, CPF, IRAS, GPCL, NS.
• Primary point of contact for submitting VISA applications for EPass / Spass holding employees into SG with ICA, directly liaise with MOM for projects /applications / reports
• Submission on MSF using Singpass - Government Paid Child Card Leave & Government Paid Extended Child Care Leave (yearly), Maternity Leave, and Paternity Leave. Submission of NS recall make-up pay claim on MINDEF using Singpass- NS portal, renewal for workmen's compensation, insurance for S-Pass holder, and related tasks as and when needed.
• Work closely with the Finance (AP in India) to process the expenses from office vendors on Coupa
• Liaise with the Finance team (OUS-MasterVendorRequest Team) on vendor creation.
• Liaise with AR (team in Switzerland) on the submission of invoices for hospitals /clinics/customers to ensure seamless business proceedings
• Provide marketing support to sales and/or operations as per business need. Assists with the preparation of company meetings & events. Bookings of transport pick-ups for SG and round-trip to JB during events.
• Backup for the customer support/logistics team, dealing with logistics providers (such as local transporters, courier agents) directly. Training will be provided.
• Manage contracts and renewals with various office vendors, including office leases.
• Maintain office first aid and housekeeping items. Managing the purchase/requisition of all Office supplies such as pantry items, stationery, and maintaining stock.
• Prepare regular reports for senior management on employee-related administrative tasks and office operations.
• Other ad hoc tasks/projects as and when needed, as per business requirements, which may require collaboration with international teams within Masimo
• Safe-keeping of hardcopy Concur receipts submitted by various employees.

Minimum Qualifications:

• Three to five years of prior experience as an Office administrator/Receptionist.
• Attention to detail is a must-have for this role
• Computer proficiency with Microsoft Office suite (Outlook, Word, Excel, and PowerPoint);
• Experience in calendar management across time zones.
• Managed employee data, travel bookings, and documentation.
• Coordinate and lead office events and employee relations activities.
• Must have excellent communication skills.
• Must be a Team player with the ability to work in a complex organization.
• Must be able to work in a high-paced environment, with frequent interruptions, tight deadlines, and multiple projects at the same time
• Shifting project priorities and having the ability to multitask.
• Must have a Positive attitude and sense of prioritizing work as per deadlines
• Must be a self-starter and be able to work independently.

Preferred Qualifications:

• Experience with the Coupa/Invoice Processing system
• Experience in dealing and liaising with MOM on work passes

Education:

Any degree/diploma from a recognized university is required.