Administrative Assistant

Job description

What will I be doing? Position Summary (bullet points)  

Essential Functions of the job:

Admin Assistant is a receptionist position and responsible for FSSC administrative operation.

Be Responsible for Reception and Office Admin Work including

Office Operational and Administrative Support

·  Create a comfortable office environment, maintain daily cleanliness and safety
·  Coordinate office supplies, covering cleaning service, indoor plant, pantry supplies, stationary, courier service, etc.
·  Oversee the maintenance of office equipment and facilities, incl. meeting / function room maintenance, office Video system  maintenance, etc.
·  Manage office access and coordinate with building property management regarding building access.
·  Assist managers with preparations and coordination e.g. team meetings, training materials etc.
·  Coordinate contract preparation and maintain administrative filing system
·  House fund control and reimbursement of cash expenditures
·  Ensure a welcoming and professional reception to all visitors and manage visitor card/access, maintain a visitor log
·  Provide administrative support to receptions (agenda, meeting venues, transportation, accommodation arrangement etc.)
·  Protect privacy and security of company’ confidential information and assets

Documents Management 

·  Be responsible for contract management, covering cleaning service, indoor plant, pantry supplies, courier service, etc.
·  Ensure filing system operates smoothly, including: reports, contracts, letter, memo and e-mail.
·  Local payment, and expense report in time.

Learning Assistant 

·       Assist Learning Manager to publish learning dashboard and learning document maintenance.

·       Assist learning manager to collect and analysis SSC training needs.

·       Assist on GM/DOF survey. 

TM Relationship Assistant 

·  Support on team member engagement activities, such as Town Hall, year-end party, etc., according to Admin Manager’s instruction, foster service culture and build a warm and dynamic working environment
·  Assist team members’ on boarding and off boarding process, such as building & office access registration and remove, onboarding stationary preparation, business card per department needs, etc.

Others

·       Perform other duties which may be assigned from time to time.

·       Maintain strictest confidentiality at all times on all matters.

What are we looking for?

To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

·       College or University degree; Administration background is preferred

·       Computer Skills: Proficiency in office software, like word, excel, PPT

·       Around 2 years' experience on admin services / soft services in multi-national companies.

·       Good communication skills in written and verbal English

·       Independent, Self- motivated, Positive, Reliable