Office & Administration Executive

• Manage & supervise performance of cleaner (s) ensuring discipline and order.
• Ensure function continuity cleaner (s )in the event of leave, absence ensuring no disruption to the day-to-day running of the office.
• Liaise and negotiate with agencies on hire, replacement and renewal of work contracts for cleaner(s).
• Manage upkeep of the office, liaise with contractors/building management on office renovation/maintenance matters, as and when required. Update MYS the real situation happen in MYS office instantly.
• Ensure set-up and maintenance of office utilities including supply of water, electricity, air-conditioning, telecommunication access ensuring that they are in good order. Liaise with the appropriate parties or authorities in the event of outage
• Ensure workplace safety e.g. no boxes in the walkways, dangerous practices, placement of equipment, upkeep of archived records, storeroom, etc.
• Ensure periodic maintenance office cleanliness e.g. carpet cleaning, pest control, grease trap & water pump, split aircon, Fire extinguisher, blinds, Audit checking for Distribution Board (DB) - etc. Some might need to apply work permit with PFCC in advance
• Conduct daily inspection of server room (check the split air con are follow the timer ), meeting rooms and reception area ensuring that they are kept clean and tidy at all times.

• Ensure orderly execution of assigning benefits to employees e.g. laptop, IT assets (mouse, docking system, car park, employee card, and workstations according to role/job level. May require to set local guidelines if required, after consulting with Country Manager, Country Sales Manager, Sales Admin Manager, Immediate manager etc.
• Allocate of workstation for employees.
• Work with Tangoe Team / Sales Admin Manager to issue company mobile phone to sales employees.
• Make sure that staff are assigned mobile devices or SIM cards in a systematic manner based on their roles and job levels following receipt of the Tangoe team's ticket.
• Maintain spare Laptop listing in IT Share Point

• Issue memo's to employees on behalf of Country Manager / Country Sales Manager e.g. public holiday declaration, maintenance activity like air con service etc
• Maintain MYS contact List, Circulate comms and manage conversation group on Teams, Email
• Maintain MYS group email address at Outlook (RAMYSALL, RAMYSCOntract)
• MYS office décor for any occasion honoring culture.

• Receiving and delivering documents and packages within the workplace. keeping records on all arriving packages and papers, such as invoices and credit cards etc
• Take the letter out of the mailbox. Notify the HR of any significant mail pertaining to HR or payroll-related issues.
• Coordinate with finance, submit the cheque to TNB (electrical) office for payment (must pay in counter only) & keep the receipt for record retention (this cannot be done by online payment. Only cheque is accepted bt TNB as a proof of payment under RA).
• Send the AP team all invoices pertaining to the administrative department (such as those from DHL, Redtick, Lyreco, PFCC for parking and rental, Time, Maxis, Skypress, GSN, Bloomhouse, Truepro, Ricoh, TNB, and so on) so that payment can be made.
• Update the Excel report that Finance has requested. Name the appropriate cost center and general ledger on base, and direct Sales Admin Manager to examine and approve.

• Manage inventory and purchasing of office supplies/invoices online including entries into shopping cart on SAP.

• Manage quality of reception ensuring that it is manned in a professional manner e.g. phone etiquette, receiving of guests, issuing visitors / contractor badge etc.

• Provide guidance to new employee to raise service tickets for IT & HR matters.
• IT Asset Disposal: Keep track of the quantity and serial number, and follow up with the IT vendor regarding the certificate of disposal. Retaining records is necessary for auditing purpose. (Annual)
• Manage local statutory and company audit events as required (normally it's an annual event)

• Corporate Credit Card application & dealing with AP T & E team & Citibank when needs arise - Citibank
• Renewal of Business Licence, Amcham membership (Annual)
• Capex Submission, Restoration cost (Annual Event - only if there is CAPEX project in future)

• As needed, collaborate with building management to assign parking spaces. Keeping up a parking list for tracking purpose.
• Liaise with Singapore Security team to activate employee's badge via email
• Liaise with IT Singapore to arrange external IT to assign & reimage new hire's laptop/user ID/password - Virtual
• Set up Building Turnstile Access to QR scanner for new hire
• Conduct office orientation for new hire - introduction to colleagues, familiarization with the office facilities & environment (pantry, copies, washroom, emergency exits), brief on office policies - official working hours, light down policy, pantry Etiquette etc.

• Ensure clearance of Separation Checklist with the employee called Departure Clearance process (collecting all IT assets, RA Assets, sign off the exit form, update HR once exit is completed)
• Collect company issued tools and documents from the employee including access password for laptops, docking system, monitor screen, mobile phones, credit card, employee badge etc

• Arrange gift baskets / Flower on occasions hospitalization/Funeral.
• Assist planning committee on site and lead the Best Place to Work program including organizing of team events such as team building, celebration lunches/dinners, etc.

• Reserve meeting rooms and logistics arrangement (room set-up)

• Perform any other relevant duties as and when assigned by the Country Manager, Country Sales Manager, Sales Admin Manager from time to time.

• Minimum Diploma in Business Administration, Management, or related field
• At least 3 years of working experience in office administration, operations, or similar role
• Experience in managing office facilities, vendors, and administrative processes
• Able to coordinate with multiple stakeholders across functions (HR, IT, Finance, etc.)
• Good organizational and time management skills with attention to detail
• Proficient in Microsoft Office applications (Excel, Word, Outlook)
• Able to work independently and handle multiple tasks in a fast-paced environment
• Good communication skills and professional working attitude
• Professional, assertive, and able to enforce office standards when required

Adecco