Job Description
Office management
- Lead and execute the operations of office and administrative services for different business units within Charles & Keith Group Headquarters
- Lead and execute accommodation and travel booking for employees, guests or anyone assigned (business trips)
- Ensure seamless planning and execution of company events such as quarterly buying launches
- Facilitate coordination of any events in office e.g.: CSR, Bazaars CNY dinner, Christmas Party, Celebrations, etc for employees or guests including food, meal arrangement, vendor management, logistic coordination, budgeting, reporting.
- Work closely with Building Maintenance to ensure regular and timely upkeep of office spaces including but not limited to the holding area, VIP lounge, meeting rooms and etc
- Lead and execute office receptionist duties to ensure seamless coverage of duties. This includes but not limited to:
- Ensuring guests are attended to in a timely manner from 9am to 7pm.
- Ensuring the efficient management of incoming and outgoing local and international courier
- Ensuring the timely application and renewal of airport passes for all staff and authorized contractors
- Providing office mail services
- Sorting of office mails
- Timely and accurate update of Office Contact List
- Ordering of office supplies
- Manage welcome kits for new hires
- Safekeep of key press
- Biostar biometric registration
Human Resource Shared Service
- Manage inventory and issuance of uniforms for retail, Singapore based employees etc
- Assist HRBP in onboarding for new employees
- Responsible for the application of work passes, setting up of employee personal files and data entry
- Maintain and ensure the accuracy of information in the HR system
- Assist in preparing reports, letters and documents as required
- Undertake ad-hoc assignments as & when requested
As this is a newly created position, the responsibilities stated above may not be exhaustive and holistically representative of the roles of this position. Reasonable adjustments shall be made from time to time by the Company however its core function as administration shall be maintained. Job incumbent shall expect the roles to evolve and change in its 1st year or 2nd until the roles stabilized.
Requirements
- Proven office management, administrative or assistant experience
- Excellent time management skills and ability to multi-task and prioritise work
- Have great sense of urgency and able to handle multiple tasks
- Strong ability to coordinate between various departments and manage timelines
- Has great attention to detail, careful and precise
- Strong organizational and planning skills
- Good knowledge of Microsoft Office and Excel (Knowledge of pivot tables, vlookup functions would be beneficial)
- Possess good communication skills and must be a team player
- Good integrity, high responsible with a positive attitude