Office Administrative Officer

GENII IDEAS (S) PTE. LTD.; Singapore; Presencial; SGD 36 000 - 58 000; Tempo integral

Resumo da oferta

GENII IDEAS (S) PTE. LTD. in Singapore seeks an organized admin and operations coordinator to support document management, correspondence, and meeting preparation.

You will coordinate vendors, implement SOPs, manage onboarding and visitor logistics, and assist HR with attendance, leaves, and petty cash. The role focuses on workflow coordination and basic financial tasks, requiring meticulous record-keeping and cross-department collaboration.

Qualificações

• Experience providing administrative support and document handling.
• Ability to draft routine communications and manage internal/external correspondences.
• Experience coordinating meetings, venues, and related logistics.
• Experience coordinating with vendors and monitoring service terms.
• Ability to implement and update SOPs to improve processes.
• Experience onboarding new hires and managing visitor access.
• Experience handling petty cash, expense claims and invoicing processes.
• Experience booking travel and accommodation for staff.
• Experience tracking attendance and leave records.

Responsabilidades

• Document management: maintain filing systems and confidentiality for archives.
• Correspondence: draft routine emails, memos, and internal communications.
• Meeting preparation: schedule meetings, book rooms, arrange tech/catering, take minutes, track actions.

Conhecimentos

Document management

Correspondence

Meeting coordination

Vendor coordination

SOPs implementation

Onboarding

Visitor management

Petty cash

Expense reports

Billing & invoicing

Travel booking

Attendance tracking

Descrição da oferta de emprego

• Document Management: Maintaining physical and electronic filing systems, managing archival records, and ensuring document confidentiality and compliance.

• Correspondence: Drafting routine emails, memos, corporate announcements, and internal communications on behalf of management or the administration department.

• Meeting Preparation: Scheduling internal and external meetings, booking conference rooms, setting up necessary technology/catering, taking meeting minutes, and tracking action items.

Operations & Workflow Coordination

• Vendor & Service Contract Management: Coordinating with third-party vendors (cleaning services, IT support, security, pest control) and monitoring service quality against agreement terms.

• Standard Operating Procedures (SOPs): Implementing and updating administrative SOPs to improve workplace efficiency and workflow consistency.

• Onboarding & Visitor Management: Greeting visitors, clients, and interview candidates professionally, and coordinating space and equipment setup for newly hired employees.

Basic Financial & HR Administrative Support

• Petty Cash & Expense Reports: Managing petty cash funds, verifying expense claims, scanning receipts, and forwarding invoices to the Finance department.

• Billing & Vendor Invoicing: Processing administrative bills (utilities, office rent, vendor invoices) and matching purchase orders with receipts.

• Travel & Accommodation: Booking flights, hotel accommodations, visa applications, and transport arrangements for staff business trips.

• Attendance & Leave Records: Assisting HR with tracking employee leave, medical certificates (MCs), attendance logs, or access card provisioning.