Office Administrator

BSL Tax Services Pte Ltd; Singapore; Sur place; SGD 24 000 - 32 000; Plein temps

Résumé du poste

BSL Tax Services Pte Ltd in Singapore seeks a friendly receptionist to handle front-desk duties and provide administrative support across finance, HR, and office operations.

You will manage calls, mail, courier, meeting room bookings, liaise with building management, assist projects, data entry, and keep office supplies stocked while maintaining a positive, proactive attitude.

Qualifications

• Good interpersonal and communication skills.
• Independent, as well as able to work as a team. Positive working attitude.
• Willingness to learn.
• Preferably with at least two (2) year of related working experience.

Responsabilités

• Answer all incoming calls, screen, and take messages.
• Manage conference room reservations and ensure rooms are tidy.
• Attend to guests and arrange drinks.
• Handle mailings and courier arrangements.
• Record, sort, and pass mail to relevant staff.
• Coordinate DHL pickups for overseas documents.
• Post mail at SingPost when needed.
• Monitor courier bills and liaise with accounting.
• Print duty calendars and coordinate pantry stock.
• Liaise with building management on facilities.
• Support CMS software projects, office renovations, and marketing materials.
• Data entry for client information and CMS updates.
• Coordinate repairs and maintenance of office equipment.
• Liaise with IT on laptop configurations for new hires.
• Maintain office phone system name updates and external facility bookings.
• Arrange documents storage for Accounts department as needed.
• Support HR processes: postings, screening, interviews, onboarding/offboarding.

Connaissances

Reception

Administrative support

Communication

Team player

Willingness to learn

Description du poste

Job Summary

Perform receptionist duties and administrative support.

• Good interpersonal and communication skills.
• Independent, as well as able to work as a team. Positive working attitude.
• Willingness to learn.
• Preferably with at least two (2) year of related working experience.

Duties & Responsibilities

Daily

• Responsible for all incoming calls - Answer, screen and take messages.
• Manage conference room reservations.
• Ensure conference rooms and reception are clean and tidy, sufficient stationeries, bottled water are available at all times.
• Attend to guests, direct them to conference room and arrange drinks for them.
• Responsible for all mailings and courier arrangements.
• Responsible for recording, receiving, collecting, sorting and disseminate all mails from courier and letter box to pass to relevant staff / department.
• Call, arrange pickup with DHL for overseas documents if any.
• Check postage rates and post mails at SingPost if any.

Monthly

• Check all courier assignments provided by courier vendor against bill invoice and handover to Accountant for payments.
• Check SingTel bill and handover to Accountant for payment if any.
• Print reception duty calendar.
• Check, co-ordinate with office cleaner on ordering of pantry consumables.

Office & Admin Support

• Liaise with Building Management (MCST) on matters pertaining to faulty lights, air-con etc.
• Assist to projects such as CMS software, office renovation, marketing material, yearly corporate calendars.
• Data entries and managing CEMS for Clients’ information updates.
• Co-ordinate repair and maintenance of office equipment / facilities.
• Liaise with vendor with phone equipment’s problem.
• Co-ordinate CMS vendor on any issues reported.
• Monitor contractors’ maintenance schedules and contract to follow-up servicing and quotation for contract renewals.
• Keep stock of all envelope sizes when running low, to place order and ordering of Business Name cards and Letterheads.
• Arrange for documents to be stored in Crown Worldwide for Accounts department, if any.

HR

• Administrative support in recruitments, onboarding and off boarding – post job openings, screen resumes / candidates, schedule interviews, co-ordinate interview process and documents, creation / deletion of door access.
• Create new hire access in CEMS.
• Update staff phone extension / staff contacts when they commence work or resign.
• Co-ordinate with IT on laptop configuration for new hire, surrender IT assets from resigned staff on last working day.
• Liaise with vendor to update staff name in office phone system.
• Make necessary arrangement and booking of external facilities for staff training.

Yearly

• Co-ordinate with Designer for Corporate Calendar, CNY, Christmas e-greeting.
• Liaise with vendors for printing and mailing calendars.
• Send out electronic Bulletin / Tax Questionnaire / CNY and Christmas e-greeting using mass mailer to clients and staff.
• Co-ordinate with Designer / IT (incl. outsource IT) as and when for amendment or changes to be made to BSL website.
• Set up Christmas and CNY decoration.