Must-Have
- Excellent communication skills (oral and written) with a confident, concise, clear, and compelling style.
- System savvy and number sensitive.
- Computer literacy skills: Proficient in all MS Office applications including, Word, PowerPoint, O365, Outlook and most especially in Excel.
- Able to multi-task and work proactively in a fast-paced environment.
- Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders. Must also demonstrate ability to maintain confidential/sensitive information.
- Promptly respond to requests with accuracy and a courteous demeanour.
- Always Interact professionally with stakeholders and associates.
- Initiative and Problem-Solving Skills.
- Time management skills.
- Excellent Organizational Skills.
- Decision-making skills.
- Strategic planning skills.
- Planning and coordinating administrative procedures and systems and devising ways to streamline processes.
- An analytical mind with problem-solving skills.
- Co-operative Team Player
Good to Have
- Utilize analytical skills and a demonstrate broad understanding of the business to effectively interpret and anticipate needs.
- Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction.
- Works effectively without constant and direct supervision or guidance
- Demonstrate flexibility in the face of change.
- Project a positive demeanour regardless of changes in working conditions.
- Produce well thought‐out, professional correspondence free of grammatical and spelling errors.
- Demonstrate an awareness of fundamental business principles of the organization, as well as an understanding of the overall industry in which the business operates.
- Demonstrate advanced proficiency by quickly adapting to new technology and easily acquiring new skills.
Key Responsibilities
Data Management
- Prepare Weekly, Monthly, Quarterly Management Reports (budgeting, PO accruals, various facility related data, etc)
- Maintain accurate records, databases, and filing systems.
- Comply to data entry and management on seat mapping and utilization.
- Comply to data entry and management on HSE parameters.
Contract Management:
- Manage the creation and renewals of vendor contracts
- Track progress of legal reviews and approvals.
- Facilitate the signing process including digital signatures where necessary.
- Safe storage of executed contracts and related documents in the centralized repository for easy access.
Administrative Support:
- Manage renewal related analysis and data, including liaise with finance for bank guarantee and stamp duty payments
- Manage and maintain track of exit clearances of leaving associates limited to admin function.
- Manage and maintain track and issuance of ID cards as a backup function.
- Manage and assist issue the visitor passes from the Visitor Management System.
- Answer and direct notices, emails, and other correspondence.
- Prepare and distribute reports, memos, and other documents.
- Schedule and coordinate meetings with internal and external stakeholders.
- Other adhoc duties and tasks assigned by the supervisor.
Coordination
- Assist in planning and organizing company events, trainings, or projects.
- Coordinate with other departments to ensure smooth operations.