Office Administrator - Orchard

Daily Routine • To perform reception duty including answer all incoming calls within 3 rings. • Keep track of conference room booking for internal staff. • Attend to guests, direct them to conference room and arrange drinks for them. • Ensure all conference rooms and reception are clean and tidy, sufficient stationeries, bottled water are available at all times. • Attend to couriers personnel and record all documents received and pass to the relevant person/department. • Call and arrange for pickup with Dpex for all overseas documents. • Collect mails from letterbox, if required, open mails. Date chopped and distribute them to the respective departments. • For BSLTS/BSLPAC/BSLMS/BSLBR cheques photocopy write the invoice no. on the photocopy section and chop the date that the cheque/s bank in. Scan the photocopy and email to the respective person in charge. (for BSLTS/ BSLCON/ BSLMS and BSLBR pass to BSL Accountant, for BSLPAC, pass to Audit admin). • Record all registered articles and incoming mails via courier service in the P drive. • Keep an updated calendar of staff movements eg. MC/AL/meetings for all admin staff to refer to when needed. • Check postage rates and post mails at SingPost every day. Monthly • Check through all couriers assignment (for BSLTS/BSLPAC/BSLMS & BSLBR) sent by courier vendor against bill invoice and handover to BSL Accountant for payments. Same goes with Dpex (International Courier Service). • Co-ordinate and print reception duty calendar which will be rotated among admin staff. • Keep stock of all envelope sizes when running low, to place order and ordering of Business Name cards and Letterheads. • Ordering of consumables for pantry and office stationery (each department will take turn to pay for the beverages ordered). Coordinating with Office cleaner on pantry stocks. Yearly • Co-ordinate with Designer with the design of Corporate Calendar, CNY, Christmas e-greeting etc. • To send out Bulletin/Tax Questionaire/CNY and Christmas e-greeting using mass mailer to • clients and staff. • To co-ordinate with Designer/IT (incl. outsource IT) • changes to be made to BSL website. • To set up Christmas and CNY decoration. HR & Office Administration • HR administrative support in recruitments and onboarding standard screening questions to • candidates, schedule and inform candidates of interviews, coordinate recruitment documents • and interview process, support HR on-boarding e.g door access, update internal contact list, phone system. • CEMS. , Mitel One. • Liaise with Building Management (MCST) any matters pertaining to faulty lights, air-con, etc. • Update staff phone extension/ staff contacts/ handover of laptops when they commence work or resign. • Assist to projects such as CMS software, office renovation, marketing material, yearly corporate calendars. • To co-ordinate CMS vendor on any issues reported. • To co-ordinate with Gan (BSL IT) on laptop configuration for new hire, surrender IT assets from resigned staff on last working day. • To co-ordinate with CommServ to add/edit staff name in office phone system. • To make necessary arrangement and booking of facility for staff training or if staff wants to attend seminar or training. • Arrange for documents to be stored in Crown Worldwide for Accounts department, if any. • -up for servicing and quotation for contract renewals.