Office Administrator - Orchard

GRACE HR SOLUTIONS; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

GRACE HR SOLUTIONS is seeking an Admin & Reception staff to handle front desk duties, answer calls within three rings, greet guests, and coordinate conference room bookings for internal staff. The role also involves keeping reception tidy, managing supplies, and processing mail and courier documents.

The position supports HR onboarding, IT asset handovers, and office projects such as CMS software and calendar coordination, liaising with building management and internal teams to maintain smooth

Responsibilities

• To perform reception duty including answer all incoming calls within 3 rings.
• Keep track of conference room booking for internal staff.
• Attend to guests, direct them to conference room and arrange drinks for them.
• Ensure all conference rooms and reception are clean and tidy, sufficient stationeries, bottled water are available at all times.
• Attend to couriers personnel and record all documents received and pass to the relevant person/department.
• Call and arrange for pickup with Dpex for all overseas documents.
• Collect mails from letterbox, if required, open mails. Date chopped and distribute them to the respective departments.
• For BSLTS/BSLPAC/BSLMS/BSLBR cheques photocopy write the invoice no. on the photocopy section and chop the date that the cheque/s bank in. Scan the photocopy and email to the respective person in charge. (for BSLTS/ BSLCON/ BSLMS and BSLBR pass to BSL Accountant, for BSLPAC, pass to Audit admin).
• Record all registered articles and incoming mails via courier service in the P drive.
• Keep an updated calendar of staff movements eg. MC/AL/meetings for all admin staff to refer to when needed.
• Check postage rates and post mails at SingPost every day.

Job description

Daily Routine

• To perform reception duty including answer all incoming calls within 3 rings.
• Keep track of conference room booking for internal staff.
• Attend to guests, direct them to conference room and arrange drinks for them.
• Ensure all conference rooms and reception are clean and tidy, sufficient stationeries, bottled water are available at all times.
• Attend to couriers personnel and record all documents received and pass to the relevant person/department.
• Call and arrange for pickup with Dpex for all overseas documents.
• Collect mails from letterbox, if required, open mails. Date chopped and distribute them to the respective departments.
• For BSLTS/BSLPAC/BSLMS/BSLBR cheques photocopy write the invoice no. on the photocopy section and chop the date that the cheque/s bank in. Scan the photocopy and email to the respective person in charge. (for BSLTS/ BSLCON/ BSLMS and BSLBR pass to BSL Accountant, for BSLPAC, pass to Audit admin).
• Record all registered articles and incoming mails via courier service in the P drive.
• Keep an updated calendar of staff movements eg. MC/AL/meetings for all admin staff to refer to when needed.
• Check postage rates and post mails at SingPost every day.

Monthly

• Check through all couriers assignment (for BSLTS/BSLPAC/BSLMS & BSLBR) sent by courier vendor against bill invoice and handover to BSL Accountant for payments. Same goes with Dpex (International Courier Service).
• Co-ordinate and print reception duty calendar which will be rotated among admin staff.
• Keep stock of all envelope sizes when running low, to place order and ordering of Business Name cards and Letterheads.
• Ordering of consumables for pantry and office stationery (each department will take turn to pay for the beverages ordered). Coordinating with Office cleaner on pantry stocks.

Yearly

• Co-ordinate with Designer with the design of Corporate Calendar, CNY, Christmas e-greeting etc.
• To send out Bulletin/Tax Questionaire/CNY and Christmas e-greeting using mass mailer to clients and staff.
• To co-ordinate with Designer/IT (incl. outsource IT) changes to be made to BSL website.
• To set up Christmas and CNY decoration.

HR & Office Administration

• HR administrative support in recruitments and onboarding standard screening questions to candidates, schedule and inform candidates of interviews, coordinate recruitment documents and interview process, support HR on-boarding e.g door access, update internal contact list, phone system.
• CEMS., Mitel One.
• Liaise with Building Management (MCST) any matters pertaining to faulty lights, air-con, etc.
• Update staff phone extension/ staff contacts/ handover of laptops when they commence work or resign.
• Assist to projects such as CMS software, office renovation, marketing material, yearly corporate calendars.
• To co-ordinate CMS vendor on any issues reported.
• To co-ordinate with Gan (BSL IT) on laptop configuration for new hire, surrender IT assets from resigned staff on last working day.
• To co-ordinate with CommServ to add/edit staff name in office phone system.
• To make necessary arrangement and booking of facility for staff training or if staff wants to attend seminar or training.
• Arrange for documents to be stored in Crown Worldwide for Accounts department, if any.
• -up for servicing and quotation for contract renewals.