Roles & Responsibilities

The Office Services Executive performs a wide wariety of clerical and administrative duties, which includes providing a high level of customer service and support to the employees within the Singapore Regional Office

Report To

HR Business Partner, Asia Markets & Singapore Office

Principal Accountabilities

Onsite Office Support

· AMEX Corp Card including monthly bill submission to InterTrust for payment

· SingTel Corp Services

· Office Equipment as well as vendor management including contract renewals

· Fill supply request for stationeries as and when required

· Stock and organize pantry supplies

· Preparing technological equipments for onboarding and offboarding of employees

· Assist with general appearance of office, including walk around, compiling checklist for maintenance issues, placing maintenance requests with vendors & building management

· Travel management including negotiation / agreement with airlines & hotels

· Assist in planning employee events, meetings and / or luncheons

· Other administrative responsibilities as requested and assigned

Facilities Management

Building Office Management

· Lease Agreement

· Car Parking

· Annual Electrical / Power Shutdown

· Fire Drill

· Extension of Aircon

Security Access Cards Management

· Issuance of Metropolis Security Access Cards to Employees and Guests

· Track Card movements via Control Sheet

· Terminate Access for Lost Cards

Concur Management

· Opening and Closing accounts for Employees and Approving Managers

· Assigning Approving Manager

· Attend to questions from users (e.g. missing transactions, unable to open attachments, reset password, etc.)

Invoice Processing

· Fill in required information on invoices (Approver’s name, Department, GBL, Description of Invoice, chargeback information if any)

· Send invoices to approver for signature

· Send original invoices (approved with signatures) to InterTrust

· Keep record of all invoices sent to InterTrust

· Update record when invoices are paid

· Receive Bank Advice from InterTrust and forward copy to Vendor

Position Requirements

· Prior office services, customer services or administrative experience preferred

· Past experience in Accounts Receivable and Accounts Payable knowledge is an advantage

· High Attention to detail, merticulous with good organizational skills

· Flexible attitude, and the ability to deal well with changing assignments & priorities

· Comfortable with after hours assignment especially during Power Shutdown or Ad Hoc office facilities work

· Ability to multitask

· Professional demeanor

· Minimum of 5 years of administrative, customer service or office services experience

Tell employers what skills you have

Negotiation
Ability to Multitask
Accounts Payable
Office Management
Electrical
Accounts Receivable
Vendor Management
Attention to Detail
Travel Management
Customer Service
Customer Services
Facilities Management