Secretary & office Administrator

Our client is a leading Japanese MNC Chemical trading Company.

We are currently looking for a Secretary & office Administrator to:

Handle Secretarial and General Affairs matters including but not limited to the following:
1. Secretary to the Managing Director (MD):
• Arrange internal and external appointments and meetings.
• Logistics support for meetings, conference calls & events, including but not limited to tracking of participants’ attendance, booking of rooms, TV conference connection and printing of materials.
• Keep and input of appointment and meetings into MD’s scheduler/diary. Facilitate, prioritise and manage MD’s calendar/ schedules to ensure arrangements and activities are as planned.
• Arrange transport for MD, including coordinating MD’s schedule with MD’s Driver.
• Provide travel support including booking of air tickets, travel claims, business trip expenditure claims, maintain travel records, preparing itineraries and managing meeting schedules & appointments for overseas trips.
• Co-ordinate with overseas affiliated companies on MD’s appointments, schedule, and overseas business trips such as arrangement of hotel and transport.
• Arrange MD’s local and overseas expenditure claims.
• Arrange golf outings and competitions with internal and external parties including booking of golf courses.
• Arrange and book lunch/dinner venues and menu.
• Screen incoming calls.
• Handle visiting guests for MD, including scheduling in Singapore.
• Establish, revise and maintain efficient filing systems.
• Prepare MD’s drinks.
• Assist MD’s family members with ad-hoc requests.
• Other ad-hoc duties assigned by the MD.

(2) General Affairs and Admin:
• Arrange Regional Headquarters’ meeting.
• Manage and upkeep inventory of stationery, pantry and general office supplies.
• Liaise with courier companies regarding ordering of boxes, airway bills, etc.
Handle office-related matters, including liaising with Building Management office regarding air-conditioning and other related matters.
• Manage and handle all matters (excluding area falls under IT) related to office IP phones and mobile phones.
• Serve drinks to guests upon request in the event of the tea lady’s absence.
• Participate in the planning and co-ordination of company functions and recreational events. Cooperate with and support Company Event.
• Manage Company vehicles and related insurances and road tax matters.
• Apply for staff access passes from the Building management and card activation from Secom Security System. Manage staff access passes and company keys inventory.
• Maintain and update the MCHC Singapore Database.
• Update the Singapore general information presentation materials and make the general presentation.
• Update Expatriates List.
• Update Emergency Contact List.
• Handle newspaper, magazine and electronic news, including Informing JIJI Press in the event of changes in e-mail addresses.
• Liaise with Starhill Country Club regarding APS MD’s membership upon request.
• Manage golf membership and booking of golf course.
• Maintain Corporate rate with vendors including but not limited to hotels .
• Maintain Liaise with travel agents and book flight tickets upon request.
• Arrange external transportation including tentative hiring car upon request.
• Arrange our guests’ matters such as booking hotel, transportation or restaurant
• Handle office moving and improve office infrastructure.
• Other ad-hoc duties as and when requested by Management.

(3) Reception Job Functions:
• Handle all mail matters including but not limited to:
i. sorting incoming mail and courier and distributing to respective departments and affiliated companies.
ii. Franking /stamping and sending outgoing mail.
iii. Recording postage details.
• Pick up and screen calls to office with a professional and pleasant tone.
• Turn on/off the computer at reception area.
• Top up copier paper.
• Sort out incoming faxes.
• Any other matters related to Reception Job.

Our client needs someone with the following skills:

• Diploma in Business Administration or equivalent discipline/ A level in similar industry is preferred.
• Minimum 3 year of admin work experience.
• Minimum 3 year of secretary for head of company (President, MD and so on) experience
• Conversant in Japanese language is an advantage so as to liaise with the Japanese counterparts and senior expats.
• Can-do attitude, with the willingness to learn and willingness to work hard.