403 Administration jobs in Sembawang

(What the role is)

The National Library Board (NLB) nurtures Readers for Life, Learning Communities and a Knowledgeable Nation by promoting reading, learning and history through our network of 28 libraries across Singapore, the National Library and the National Archives of Singapore.

At NLB, you can look forward to a flexible, hybrid work environment with rewarding, impactful deliverables that improve the lives of the community. With caring colleagues, you will be in an ideal environment for professional development, innovation and impact.

We can offer you:

• A chance to Impact the Community, bridge gaps and empower everyone with the opportunity for learning and discovery.
• An opportunity to Innovate and Push Boundaries. We value ideas, curiosity and a passion for innovation to transform our libraries and archives.
• An organisation that Cares for your Growth and Wellbeing through investment in staff development and wellbeing in a supportive and collaborative environment.

Manage and provide administrative support for Archives and Libraries Group (ALG) in areas such as temp staff recruitment, vendors management, assets and records management, and buildings maintenance and facilities.

(What you will be working on)

Manage division's or branch's assets and official records

• Lead in the disposal of IT and non-IT items
• Manage and maintain division's or branch's assets
• Prepare asset condemnation request with all supporting documents for approval
• Conduct regular housekeeping of assets and official records, and ensure timely disposal of unwanted asset or outdated records
• Lead in the disposal of classified official records
• Manage and maintain division's or branch's physical and electronic official records, and prepare records disposal request with all supporting documents for approval
• Support other administrative activities such as update the branch map directory

Administer day-to-day finance function for the branch

• Prepare, verify, submit Daily Finance Settlement Report whilst maintaining records of all finance reports

Manage division's or branch's human resource matters and staff welfare

• Manage and update official items assigned to staff and handle other HR-related matters
• Manage and participate in staff welfare activities, including supporting arrangement of gift-in-kind under staff benefits scheme
• Conduct and manage staff induction for new and transferred staff on administrative, Finance, HR, and building matters
• Coordinate recruitment interviews for part-timer staff; arrange interview venue; prepare and verify candidates' documents and verify monthly billing reports

Administer the day-to-day building, facility and system matters

• Monitor building and facilities maintenance issues, assess system performance, and coordinate timely fault resolution
• Maintain records of building security and access such as manage key inventory control
• Manage and update crisis and emergency documentations such as fire drill reports
• Facilitate facility bookings for meetings and provide event support
• Conduct regular housekeeping activities and participate in scheduled audits
• Facilitate the relevant building and system access rights for new staff members
• Manage and update existing staff's building and system access rights

(What we are looking for)

• Strong process management, administrative, coordination and time management skills
• Ability to interpret user and client information needs effectively
• Meticulous and capability to multi-task efficiently
• Good command of English and communications skills in both writing and speaking
• Collaborative team player with good networking abilities

Work location will be at the Woodlands Regional Library.

Successful applicant will be appointed on an initial two-year contract.

1) To check, laise with PBX system Helpdesk/Store Manager and submit unsubmitted invoices:

- Price, items and quantities discrepancies

- Unmatched PO

- Scan endorsed invoice to Cheers via PBX

- Follow up buyer's approval after submitting invoice via PBX - Co-ordinate with Irene concerning the above issue

2) Sorting out Cheers & NTUC PO (hard copy) based on Store location number and month

3) Follow up with Cheers / NTUC's Finance department concerning the disputes invoices.

1. General Administrative task & support

2. Prepare Invoices, PO, quotations. Delivery Orders and other paperwork

3. Basic Office tasks like filling, data entry, answering phone call

4. Prepare HR documents such as employment letter, contracts, warning letter, payslips,memos, etc

5. Write emails and reply emails

6. Other assignments as allocated by Manager/superior

Handle general office administration work.

Attend incoming calls, booking flight & hotel, filing and etc

Handle simple accounting work, such as to settle expenses, make payment,

Assist a Trader, to input trading result, calculate profit & loss, making reports, monitor the market and etc

Manage the payment of expencess

Input detas by using Excel

Possess a degree

Fresh graduates are available

More than 3 years working experience in administrative job and role in a back office

Advantage if you have an experience in simple accounting

Proficient in Excel (Microsoft)

Good communication skill with people

Full time / Permanent position

Monday to Friday, 9:15am to 6:30pm

VB: Depends on the perfprmance

Office location: City

Salary range: S$3,500 to S$4,500

For interested parties:

Please send your resume with your in MS WORDS FORMAT by email to -

Please indicate your Current Salary (Last Drawn Salary), Expected Salary and your Notice Period in your resume.

We regret to inform you that the only short listed candidates will be notified.

Thank you

Consultant's name: Nahoko Sunaga

EA Reg. No.: R

Name: Fellow-s creative Staff Singapore Pte Ltd

EA. License No.: 13C6828

Job Description;

Office Administration, document verification, maintaining staff records, stores administration, supporting accounting staff for preparation and verifying the records & documents, arranging office & admin meetings with staff & workers.,

Able to handle finance-related assistance works.

We are a trading company dealing with building materials like timber, steel ,plywood, mdf boards , cement , cement boards etc.

Looking for individuals who prefer to work in a small office setting more like a family oriented office. Need to be proficient in using computer and softwares like words, excel . Need to have basic accounting knowledge to prepare costing sheets . Preferred to have experience doing trade documents like bill of lading, packing list ,invoice , bank drafts, handling of letter of credit etc.

Should be willing to work with positive attitude to learn and adapt . Must be a team player .

Reporting to the Human Resource Director, the Administration Executive will join the Kreston Helmi Talib's Corporate Services team who work to support the delivery of Accounting and Finance projects to a client portfolio of a broad range of industries based across the US, EMEA and Asia. His/ Her main job responsibilities are focused in ensuring the smooth operation of our office, managing administrative tasks, and supporting our HR operations.

Administration

• Execute general office management which includes the following but not limited to:
• Handling / answering phone calls in a professional manner and routing calls to corresponding department. Coordinating pick-up and delivery of international and domestic mails, courier items/packages. In-charge of ordering, receiving, stocking, and distributing pantry and stationery supplies. Assist in maintaining office supplies inventory and ensuring office equipment is in good working condition. Maintain cleanliness and orderliness of common areas including the conference rooms and pantry. Set-up and coordinate reservation of conference and meeting rooms.
• Collaborate with various departments to facilitate smooth interdepartmental communication and coordination.
• Assist office management budgeting process and the day-to-day financial operations including payment processing to vendors, suppliers, and government agencies online or physical payment to bank branch etc.S
• Support the HR, IT, and Marketing team in various operational tasks such as managing office events, employee engagement activities and programs.

Human Resource Operations

• Serve as the main point of contact for all employees.
• Participate in the recruitment and selection process by reviewing resumes and applications, conducting initial phone interviews, administration of online assessments, scheduling job interviews, assisting in the interview process to the selected candidates.
• Assist with new employee orientation and coordinate with HR Director in setting up a designated log-in, workstation, email address, and other software related access.
• Ensure employee records such as timesheets, work from home, and paid leave (i.e., annual, sick, birthday etc) are updated in system.
• Maintain and regularly update master databases (personnel files, HR Cursor database, etc.) of each employee.
• Assist in the preparation of payroll calculation, performing payroll reconciliation, preparing payroll accounting, and reports, etc.
• Prepare and process statutory contributions payments and other payroll matters related matters.
• Update and maintain proper filing of employee documentation, e.g., employees' staff list, medical insurance policies.
• Assist with other administration related duties assigned from time to time.

Desired Skills and Qualifications:

• University or Diploma Graduate.
• 1-3 years of experience in Human Resources, Administration and or Operations in Accounting or Professional Services Industry.
• Proficient with MS Office Suite (MS Word, MS Excel and MS PowerPoint are essential).
• Ability to multi-task.
• Resilient and able to adapt well in a highly fast-paced and dynamic environment.
• Strong numerical ability and critical thinking skills.
• Strong interpersonal and people skills.
• Proactive and resourceful, able to resolve arising issues with a calm approach
• Organised, accurate, thorough, and able to monitor work for quality.
• Responsible, accountable, and discreet with sensitive/confidential information.
• Fluent in written and spoken English.

Thank you for expressing your interest to join our firm, we regret that only shortlisted candidates will be shortlisted for an interview.

• Provide administrative support
• General emails and reports when necessary
• Serve as primiary contact point between site and town office
• Document controller and perform administrative filing, sorting, printing, circulation, handle incoming telephone calls
• Understand simple accounting
• Familiar with payroll software
• Comfortable using Microsoft 365 (Office suite) for daily tasks

• Min. GCE "O" level
• Min. 2 years' relevent working experience in construction environment
• Proficient in Microsoft Office
• Computer literate

Responsibilities

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes

• Recruit and train personnel and allocate responsibilities and office space

• Assess staff performance and provide coaching and guidance to ensure maximum efficiency

• Ensure the smooth and adequate flow of information within the company to facilitate other business operations

• Manage schedules and deadlines

• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints

• Monitor costs and expenses to assist in budget preparation

• Oversee facilities services, maintenance activities and tradespersons (e.g electricians)

• Organize and supervise other office activities (recycling, renovations, event planning etc.)

• Ensure operations adhere to policies and regulations

• Keep abreast with all organizational changes and business developments

Requirements and skills

• Proven experience as administration manager

• In-depth understanding of office management procedures and departmental and legal policies

• Familiarity with financial and facilities management principles

• Proficient in MS Office

• An analytical mind with problem-solving skills

• Excellent organizational and multitasking abilities

• A team player with leadership skills

• Ability to work shift, weekend and public holiday

• Standby for 24 hours