Administrator

Description

• Coordinate with the HR/ Recruiting team /Directors and arrange Telephone/Skype/Walk-in/Face to face Interviews.
• Receive and distribute project related correspondence to relevant recipients.
• Upload new templates / documents to PMDS.
• Daily management of calendars to ensure no conflicts and efficient working.
• Manage and book meeting rooms/conference rooms.
• Operate office equipment and trouble shoot minor problems on various office machines such as but not limited to, phones, audio visual equipment, copier/printer/scanner machines, shredders, heavy duty punchers, desktop pcs, fax machines, laptops, monitors and laminating machines.
• Collaboratively work with the RPD teams and other relevant departments to ensure all required administrative duties are performed effectively and in a timely manner. Interfaces include but are not limited to:
• Answering telephone calls.
• Prepare and distribute invitations, agendas and record of minutes.
• Assist leavers with the handing over procedures.
• Coordinate with the team to update regular reports.
• Request and arrange PPE and pool car/drivers for the team upon request.
• Request IT support for any equipment that requires maintenance.
• Ensure all correspondences requiring Section Head/Directors’ sign off are presented in a timely manner.
• Assist with planning & coordination of events that promote teamwork and collaboration.
• Proofread and edit letters that have typo errors before passing to approvers for signature.
• Manage Kitchen supply (through Teaboys) and cleanliness (through Cleaning Staff) of the floor and make requisitions monthly or when needed.
• Prepare CD Labels and copying files to CD.
• Liaise with PWA General Services for ongoing issues relating to maintenance, office furniture, PWA ID cards, parking access etc.
• Update and maintain the Roll Call list.
• Perform document control duties as required in the assigned Area/Functional Team.
• Coordinate, manage and prepare Visitor/Supplier request permissions for GECs, contractors and suppliers when required.
• Prepare correspondence, reports, presentation material and project related information.
• Coordinate office equipment supplies and stationery.
• Coordinate and arrange work stations, stationeries, IT requirements for new joiners.
• Review New Joiner Check List and assist new joiners with their company IDs, IT requirements and other work related requirements.
• Coordinate travel, meeting arrangements and events.
• Coordinate and arrange meetings, conferences, interviews and venues as well as send invites, arrange Access Passes, collect business cards from the guests and prepare contact lists.
• Update and maintain the Floor Chart periodically.
• Maintain files – hard copy and electronic filing.
• Convert PDF documents into Adobe Acrobat Readable versions.
• Supports with the Monthly Progress Report (uploading to SharePoint/ Issuing Transmittals / binding documents).
• Manage PMIS content and update / track staff information for the staff contact list.
• Coordinate manual timesheets.
• Provide leave cover for colleagues as required.
• Arrange lunch during Appreciation Lunch and healthy snacks for meeting when required.
• Process Authorisation to Mobilise (ATM) forms. Other duties as assigned.
• Develop and maintain filing structures for incoming and outgoing correspondence.
• Manage the First Aid Box, keep records updated.
• Update and tracking staff information and leave planners (including leave cover).

Requirements

• Excellent written and verbal communication skills
• Familiarity with office equipment and technologies
• Strong customer service skills and a positive, proactive attitude
• 1-3 years of administrative experience in a professional office environment
• Ability to maintain confidentiality and handle sensitive information professionally
• Basic bookkeeping knowledge
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong organizational skills with the ability to multitask and prioritize effectively
• High school diploma or equivalent required; Associate's degree in Business Administration or related field preferred
• Detail-oriented with a high level of accuracy in work
• Ability to work independently and as part of a team

Benefits

• Tea boys, Cleaning staff, Maintenance Staff, Security, Nurse

Training + Development

Interview process

Visa Sponsorship

Security clearance