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Position Title: Office Administration & Operations Assistant

Location: Singapore

Department: Finance, Compliance and Office Admin

Report to: Director, Finance & Admin

This position is full-time.

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ORGANIZATION OVERVIEW

Special Olympics International (SOI), headquartered in Washington, DC, is a global non-governmental organization founded on the belief that persons with intellectual disabilities learn, enjoy, and benefit from participation in year-round individual and team sports training and competition. Today, more than 6 million children and adults with intellectual disabilities participate in over 100,000 games and competitions in over 190 countries. The Asia Pacific Region consists of 35 countries from Japan, Afghanistan, South Asia, Southeast Asia, Australia, New Zealand and the Pacific Islands.

POSITION SUMMARY

The role of Office Administration & Operations reports to the Director of Finance & Administration. The individual will be part of the Finance & Administration team and will support all areas covered by the function. We are looking for an experienced and versatile individual keen to grow in the role, to be part of a growing organization in the non-profit sector, who is hands on, both an independent and team worker, and capable of operating across a broad spectrum of responsibilities.

To be successful in the role, the individual must be organized, thorough, able to work to deadline and have good communication skills (both written and verbal). You should enjoy working in a fast-paced and fluid environment with people from a variety of different backgrounds. We are looking for an individual who likes a challenge and is able to work across multiple projects at once with a genuine flair for enterprise within a social/community context.

PRIMARY RESPONSIBILITIES

The responsibilities of the Administration & Operations Assistant include, but are not limited to:

Office Administration:

• Liaise with suppliers and vendors in relation to all matters of the office
• Manage assets of the organization and co-ordinate support from SOI global departments in areas such as IT, to ensure needs of the office staff are addressed
• Administer day-to-day upkeep and operational needs of the office e.g., office supplies

Operations:

• Support the planning and co-ordination of events e.g. training and meetings, organized by the office. This will include vendor arrangements covering travel, accommodations and logistic matters, and may include liaising with invitees to events from other countries on travel planning
• Support compliance effort of the office including Personal Data Protection
• Organize office activities, group meetings and support Board meetings
• Support people related operations covering leave management and employment related matters as assigned
• Support operational needs of fundraising activities
• Other duties as assigned

QUALIFICATIONS

• Experience in office administration and vendor management
• Ability to work under pressure and meet deadlines
• Good computer and word processing skills, with good working knowledge of MS Office tools such as Word, Excel, and Power Point
• Spreadsheet skills to support tracking of expenditures, event planning and budgeting etc
• Capable of high levels of consistency, accuracy, confidentiality, and excellent attention to detail
• Strong inter-personal skills and ability to work effectively with individuals from a range of cultures and professional backgrounds
• Ability to exercise judgment to identify solutions and strategies for novel situations, ability to anticipate departmental needs, and initiative to tackle problems
• Effective written and verbal communication skills, and fluent in written and verbal English
• Interest in and/or experience with sports, health, fitness, and people with intellectual disabilities

Special Olympics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Our client is leading player in construction industry. Due to business needs, they are now recruiting a administrator to be part of their Team. They are located in the East Area - easily accessible.

Duties:

• Greet and welcome visitors, ensuring a professional and friendly first impression.
• Assist in scheduling and coordinating appointments and meetings.
• Conduct showroom tours for customers, introducing products and services clearly and confidently.
• Provide product information and answer customer queries during showroom visits.
• Maintain the reception area and showroom in a neat and presentable condition at all times.
• Assist with administrative duties such as data entry, filing, and handling correspondence.
• Coordinate with sales and marketing teams to support customer visits and events.
• Ensure smooth visitor registration and security procedures.

Requirements:

• At least 1 year of receptionist and administrative experience
• Able to work on weekends or PH
• Good communication skills

We regret that only shortlisted candidate will be notified.

Email Address:

Recruitpedia Pte. Ltd.

EA License No: 19C9682

EA Personnel No: R Loh Pooi Keng)

RecruitFirst is hiring You will be outsourced to:

Location:Central

Duration:3 months contract (subject to conversion)

Working Hours:Mon – Fri: 830am to 6pm

Salary:Up to $5000 per month (based on experience)

Job Description:

Facilities Management (40%)

• Supervise and coordinate facilities maintenance, ensuring a clean, safe and well-functioning work environment.
• Manage vendors and contractors for facilities related support services.
• Manage fitting out works or minor renovation for company as and when needed.
• Support staff when there are facilities related issues and rectify the problem such as aircon FCUs and ceiling water leakage, spoilt doors handle, lighting tube change, power trips etc
• Plan, manage and engage with vendor for relocation department within our premises.
• Liaise with Landlord management RQAM regarding facilities matters.
• Managed landlord access portal (By the bay app) regarding access to ground floor gantry turnstile, season parking for internal staffs.
• Involved in fire drill (Fire Warden), building yearly power shutdown. To ensure all essential equipment shut down and power up once everything up on landlord side.
• In charge of all company phone line extension allocation to staff
• Managed Microsoft teams phone portal (Administrator)

Security System management (30%)

• Manage our security system portal that control our door access, smart lockers and CCTV.
• Manage vendors if there is any issue related to security system.
• Onboarding new joiners with access rights /allocation of seats / smart locker and ensure new joiners registered by the bay app for access into office.
• On standby 24/7 in case there are issues or SMS alert alarm on any UPS / Basin booster pump leakage equipment triggered during office hours or after office hours including weekend.

Administration management matters (Support as and when needed 30%)

• Responsible for purchase orders and liaise with business units on purchases such as corporate stationery, name cards, pantry items and any other purchases and services require from time to time.
• Consolidate all invoices and charge out accordingly through the P2P procurement (DHL, Local courier services, singpost, Singtel, SP power, building leases rental, season parking, aircon extension billing, HP Copier breakdown usages and CISCO Iron Mountain breakdown for cartons storage for all depts including HR and admin) Source for products and services as and when needed.
• Coordination of local and overseas courier (DHL and Espirt Consortium)
• Manage delivery orders in office.
• Updating company phone directory, arrangement of baby gifts, get well soon baskets and wreaths.
• Liaise with vendors (Eg, Printers, Courier, Franking Machine etc)
• Add-hoc –in charge of company driver schedule booking.
• Remisier insurance claims thru AIA
• Renew corporate hotels and update in Admin sharepoint
• Flight and accommodation booking. (For seconded staff)
• Manage company car schedule booking. (Business units and Management staff)
• Consolidate red packet orders yearly

Requirements:

• Min Diploma with preferably 2 to 3 years of Office Management and Administration experience
• A pro-active individual, who is able to work independently and equipped with an eye for detail.
• A responsive, responsible, well organized, and resourceful team player
• Excellent written and verbal communication skills
• Singaporeans only.

Receptionist - Office Administration

What's on the offer

• 6 Months of contract - with a possibility of extension/conversion into perm.
• Industry: Insurance

Summary

We are seeking a highly organized, proactive, and friendly Receptionis- Office Administrator to be the welcoming face and efficient backbone of our office. This role is crucial for ensuring the smooth daily operations of our front office and providing essential administrative support across various departments. If you are a detail-oriented individual with excellent communication skills and a passion for creating a positive office environment, this role is for you.

Key Responsibilities

Receptionis Management

• Serve as the primary point of contact for all incoming calls, greeting visitors warmly and directing them appropriately.
• Manage the reception area, ensuring it is tidy, welcoming, and well maintained at all times.
• Handle incoming and outgoing mail, couriers, and deliveries efficiently.
• Maintain visitor logs and manage access control procedures.

Office Administration & Support

• Assist with travel arrangements and expense claims for staff as required.
• Support new employee onboarding by preparing workstations, welcome packs, and necessary access cards.
• Manage office supplies, including monitoring inventory, ordering, and organizing stationery, pantry items, and other consumables.
• Coordinate and schedule meetings, appointments, and conference room bookings.
• Assist with the preparation of presentations, reports, and other documents as needed.
• Manage office equipment (e.g., printers, copiers), ensuring they are in good working order and arranging for maintenance when required.
• Maintain accurate and up-to-date filing systems, both physical and digital.

Facilities Management Support

• Act as a liaison with building management for office-related issues (e.g., air conditioning, cleaning, repairs).
• Assist in coordinating office events, team lunches, and special occasions.

General Administrative Duties

• Perform data entry and maintain various administrative records.
• Handle ad-hoc administrative tasks and projects as assigned by management.
  Ensure compliance with office policies and procedures.

Qualifications

• Minimum 5 years of experience in a similar Front Office, Receptionist, or Administrative Assistant role.
• Experience in travel management is a must.
• Diploma or Bachelor's degree in Business Administration, Office Management, or a related field preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills in English
• Strong organizational and time management skills with the ability to multitask and prioritize effectively.
• A proactive, positive, and professional attitude with a strong customer service orientation.
• Ability to work independently and as part of a team.
• High level of attention to detail and accuracy.

• Handle full set of accounts and monthly/yearly financial statements.
• Issue monthly invoices.
• Process payments to suppliers.
• Maintain proper records of all admin/accounting transactions.
• Assist and support the office administration functions.

• Diploma/degree in a relevant discipline.
• At least 1 year experience in a similar role.
• Good writing and communication skills.
• Good organizational and interpersonal skills.
• Able to work independently and work under tight deadlines.
• Good problem-solving skills.
• Pro-active, positive attitude, good team player.
• Flexible and adaptable in various working styles.

• Work location: Shenton Way, Singapore.
• Working hours: Monday to Friday 9am - 6pm.
• Monthly fixed allowance SGD 100.
• Transport allowance reimbursement.
• Performance bonus.
• Annual leave starting with 14 days.
• Medical and insurance benefits.

As an Office Administration Manager, you will play a pivotal role in ensuring the smooth operation of our office. Your primary responsibility will be to oversee the administration tasks, including deployment management , training records maintenance , and regulatory compliance .

• Deployment Management: Ensure that all foreign workers' deployments are up-to-date, covering recruitment and renewal of work passes.
• Training Records Maintenance: Maintain accurate training records for all employees.
• Regulatory Compliance: Arrange regulatory training like Safety Orientation Courses and skill assessments.

• Excellent communication and organizational skills.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience in office administration or a related field.

• A competitive salary package.
• A dynamic and supportive work environment.
• Ongoing training and professional development opportunities.

• A challenging and rewarding role with opportunities for growth and advancement.
• A collaborative and inclusive team environment.
• The opportunity to make a meaningful contribution to our organization's success.

The Lead - Corporate Administration will be responsible for ensuring the smooth operation and maintenance of the organization's facilities. this role involves managing outsourced vendors and service providers, overseeing various facilities-related activities, and ensuring compliance with safety measures. The role also covers handling leasing matters, conduct regular checks on office grounds, and have managerial responsibilities with the Corporate Admin team.

The ideal candidate will possess strong organizational skills, a keen eye for detail, and the ability to manage multiple tasks simultaneously. They should have experience in facilities management, vendor coordination and team leadership.

Facilities Management

• Responsible for office administration duties, including maintenance of office reception, Office renovation, relocation, refurnishing, office space allocation, etc.
• Manage tenancy agreements, renewal and ongoing tenancy issues or contracts, etc.
• Manage subcontractors on maintenance, cleaning etc and coordinate services with building management and/or landlord
• Oversee the running of RFPs and RFQs on all procurement including preventive maintenance and repair works
• Project manage fit-out works, A&A works within the office including liaison with main contractor, vendors and internal stakeholders
• Provide support to internal stakeholders during major events including for Business Continuity Management initiative and audit enquiries
• Responsible for continual improvement and streamlining of work processes

Corporate Admin

• Assign and manage a team of Executive Assistants supporting Senior Leaders of the Company
• Owns the Corporate Travel Policy and is responsible to review all corporate travel bookings and Travel Authorization to ensure compliance with company travel policy
• Oversee all procurement, reviewing of all Corporate Administration contracts
• Responsible for continual improvement and streamlining of work processes among team of Executive Assistants

• Degree in Business Administration or Management.
• Min. 8 years working experience in office facilities management
• Experience in handling sustainability projects will be advantageous
• Understanding of basic accounting principles.
• Advanced proficiency in Microsoft Office (Word, Excel & PowerPoint)
• Able to meet deadlines and work effectively under pressure.
• Eye for details, creative, team player and self-motivated
• Possess good interpersonal and communication skills and able to work with people at all levels

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Job Description & Requirements

• Oversee a portfolio of local and regional corporate clients in Singapore including Chinese entities.
• To manage, enhance, maintain and strengthen relationships with existing corporate customer base as well as building new customers relationships.
• Network with clients to identify and pursue new business. opportunities expanding the client base and enhancing revenue streams.
• Provide tailored financial products and services including bilateral loans, syndication, and trade finance to meet client requirements.
• Manages the client's credit relationship, encompassing responsibilities such as drafting term sheets, developing credit proposals, conducting credit reviews, implementing credit terms and conditions, addressing the client's ongoing needs, managing internal systems. Oversees and directs the entire process to ensure adherence to policies and the Bank's procedures.
• Collaborate with Head Office and Domestic Branches to handle deal flows effectively, ensuring seamless execution of transactions.
• Responsible to achieve and exceed the KPI target imposed.
• Any other tasks or duties assigned by Head of Department or company from time to time.

Requirements:

• Possess a Degree in Banking, Economic or related studies.
• Proven 5-8 years' experience as a Corporate Relationship Manager or similar role in banking with a strong understanding of corporate banking products.
• Excellent interpersonal skill with proficiency in both spoken and written English and Chinese as incumbent is required to correspond with Chinese corporates as well as colleagues in Head Office and handle Chinese documentation.
• Proficient in credit analysis,adept at evaluating and mitigating credit risks. Possesses strong analytical abilities and attention to detail, with the ability to analyze financial statements and evaluate financial information.

HOW TO APPLY:

Interested applicants, kindly send your resume in MS WORD format to ref24#trustrecruit.com.sg or please click on "Apply Now".

We regret only shortlisted candidates will be notified.

Important Note: Trust Recruit Pte Ltd is committed to safeguarding your personal data in accordance with the Personal Data Protection Act (PDPA).

Please read our privacy statement on our corporate website

Trust Recruit Pte Ltd

EA License No: 19C9950

EA Personnel: Teah Yan Lin (Rolland)

EA Personnel Reg No: R

We are seeking an experienced Corporate Secretary Manager to assist our client in leading their corporate secretarial team and oversee a diverse client portfolio, including both private and listed companies. This role requires a strong understanding of Singapore’s corporate governance framework, excellent leadership skills, and the ability to deliver high-quality advisory and compliance services.

Responsibilities:

• Lead, supervise, and mentor a team of corporate secretarial professionals to ensure consistent, high-quality service
• Manage a portfolio of clients independently, acting as the primary point of contact and advisor on corporate secretarial and governance matters
• Review and oversee the preparation of board/shareholder resolutions, statutory filings, annual returns, and documents for incorporations, share transfers, restructuring, and other transactions
• Attend board and shareholder meetings when required, and draft clear, accurate, and professional minutes
• Ensure compliance with the Companies Act, ACRA regulations, and applicable statutory deadlines
• Maintain and update statutory registers, company records, and documentation for audit and regulatory purposes
• Identify process improvements to enhance operational efficiency and reduce compliance risks
• Ensure accuracy, timeliness, and quality control over all client deliverables
• Liaise with auditors, lawyers, regulators, banks, and other external stakeholders on corporate and compliance matters
• Support firm-wide initiatives such as digital transformation, knowledge sharing, and compliance projects

Requirements:

• Degree in Business Administration, Law, Accountancy, or related field, or equivalent professional qualification
• ICSA/CSIS qualification strongly preferred
• Minimum 6–8 years of relevant corporate secretarial experience, including at least 2 years in a managerial or supervisory role but not necessary
• Strong knowledge of the Singapore Companies Act, ACRA regulations, and corporate governance principles
• Experience handling listed companies and familiarity with SGX requirements will be an advantage
• Highly organized, detail-oriented, and able to manage multiple priorities and deadlines in a fast-paced environment
• Proficiency in BizFile+ and corporate secretarial software will be an advantage

How to Apply:

Qualified or interested candidates, please submit your updated resume by using the 'Apply Now' Button
We regret to inform that only shortlisted candidates would be notified.

Foong Sue Lee (Sophia )

Registration Number: R
EA License Number: 18C9027