Job Summary
Explain in two or three sentences the main purpose of the job and why the job exists and how it contributes to the division / departmental end results.
Key Responsibilities
Explain the areas of responsibility for the job. Each responsibility statement should explain what is being done and what needs to be delivered.
1
Monitor daily office operations
2
Develop and implement new administrative systems, such as record management
Keep a check on office administration budget and make forecasts
3
Courier service and account management, review and obtain better shipping corporate rates from time to time. Request special shipping rates for all global shipments.
Give updates to senior management
4
Meetings & Events
Organise & assist with various meetups and internal/external events. Assist with welcoming & hosting guests.
Manage local logistics for visiting employees.
Roll out all global office related initiatives (Yay Days, Stand Ups, Honesty Hours).
5
Manage the office calendar/roster.
7
Prioritize payment to suppliers, claims and cash advance.
8
Handling renovations project, government authorities’ submission and bill payments
9
Handling office tenancy with landlord and manage all 3rd party vendor relationships for service providers to the office (ex car leasing).
10
Generate and maintain a proper filing system and records in the office
11
Own petty cash process; forecast upcoming monthly office expenditure, keep electronic records of petty cash expenses (with support) and perform basic entries into the iflix accounting system.
12
Liaise with local bankers and consultants where necessary.
COMPETENCIES
General Competencies
Traits or ability you expect the candidate to display in the role.
1
Fast, smart and accurate
2
Organized and systematic
3
Trustworthy
4
Informative and resourceful
5
High attention to detail
Communication Competencies
Explain the people and levels (within and outside the organization) in which this job has to interact.
Primary Audience (Internal)
Identify key parties
- All employees in the office
Level of Audience (Internal)
Typical level of audience
☒ Operational
☒ Supervisory
☒ Middle Management
☒ Senior / Top Management
Primary Audience (External)
Identify key parties
- Suppliers, building management, landlord, utilities and network provider
Level of Audience (External)
Typical level of audience
☒ Operational
☒ Supervisory
☒ Middle Management
☒ Senior / Top Management
MEASUREMENT OF SUCCESS
Summary/Points of how the candidate will be measured in ensuring success in the role. This is to provide a guideline to evaluate the candidate performance in the role.
Minimum Qualifications & Specialise Skills Requirement
Indicate the minimum specification the candidate would need to have in order to deliver as per the job’s expectations.
Work Experience
Clarify Total Work Experience And Relevant Work Experience Required
Total Work Experience: more than 3 years
Total Relevant Experience: 1 to 3 years in Office Manager, Admin Manager, EA or PA role
Skills / Knowledge
To include any specialised skill or knowledge needed.
- English professional proficiency and any other languages
- Good MS (Word, Excel & PowerPoint) skills
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