Admin Executive

Job Summary:

This position will support Facility Manager in managing the facilities as well as being the first point of contract for all visitors and internal staff.

Job Level Specification:

Coordinate the facilities management service, which encompasses hard and soft services following environmental safety guidelines.

Deliver on going performance and compliance reporting to all stakeholders.

Raise work orders, adjust maintenance schedules and sign off work permits to optimize and maintain the work schedule.

Delivery services and activities in line with budget and reporting requirements

Coordinate site operations to ensure continuity of FM services with minimum disruption to organization business operations

Comply with our company's systems.

Greet external visitor and internal staff with high degree of professionalism and courtesy

Answering incoming call and receiving incoming mail

Sort and distribute all incoming mail and overnight packages

Handle walk-in enquiries, guest wireless assistance and visitor pass

Act as administrator for conference rooms throughout the portfolio

Ensure conference rooms are cleaned on a regularly scheduled basis

Assist with catering setups, event planner and ordering, as required

Manage postage, local/ foreign courier in and out.

Inventory and stocking of office and tea point supplies, where applicable

Facilitate supply of office stationery, pantry supplies, stock medicine cabinets and etc.

Update and maintain the attendance system for new hires and resigned staff.

Renew company annual licenses.

Perform administrative duties such as flight bookings, name card orders etc.

Assist in arranging interviews.

Assist in coordinating training needs.

Education and Certification(s):

Typically, less than 2 years.

Minimum O level/ Diploma with relevant working experience in Customer Services / Helpdesk is highly preferred

Proficient in MS Office Applications

Adapt to communicate and engage with people from various cultures, background and levels

Attributes such as ability to work in a fast-paced environment, proactive and sense of urgency with a can do attitude is a must Possesses client relationship experience

Comfortable in multi-tasking and meets with deadlines whenever required

Fresh graduate are encourage to apply.