Office Executive, Contract

SUMMARY

The Office Executive will be reporting to the Managing Director hierarchically and to the Administrative Leader functionally.

RESPONSIBILITIES:

Support the Administration Leader in the following activities:

• Goods and services procurement management:
• Negotiation and validation of contracts
• Budget validation
• Management of approvals and authorizations
• Counterpart registration
• Preparation of Purchase Orders
• Delivery tracking
• Interaction with counterparties
• Payment and billing
• Monitoring and coordination of specific projects:
• Office remodelling
• OOA Events
• Control, monitoring, and management of Service Level Agreements
• Control of expenses, reimbursements, credit cards for travel, and representation expenses of personnel.

• Maintain contact with designated IT local service providers for regular hardware maintenance (including servers, desktops and laptops) by liaising with relevant IT Department

• Personal administration, HSE, Payroll news management
• Control and management of OOA employee's visa requirements.
  
• Local responsibilities
• Office Maintenance and supplies, such as coordinating with the building Management to change the faulty lightings and etcs
• Office stationeries, beverages, snacks and other supplies: monitor inventories, keep them in order and clean
• Set up the workstation for new hires and tidy up when staff resigns
• Local support for meetings, videoconference, guests,
• Local support to arrange logistics for meetings, hotel bookings, work lunch, dinner, transportations etc.
• Local support in business travels, as liaising with travel agent in VISAs, flight bookings, reimbursements to employees, etc.
• Local management of office contracts as power and water supply, IT maintenance, Internet Service Provider, etc.

▪ Other ad-hoc administrative tasks

REQUIREMENTS:

• 3-4 years of experience working in an admin and/or office management role
• Good verbal and communication skills with keen ability to articulate in a concise and clear manner
• Exceptional organization skills with sense of urgency; ability to execute tasks accurately and efficiently
• Willingness to adopt a flexible approach to working patterns to respond to the changing needs of the business
• High proficiency Microsoft Office Suite (especially Excel, Outlook etc.)

Kang Abelene Marianne Mrs Rozario Abelene Marianne

EA License No.: 02C3423 | Personnel Reg No.: R2089914

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