- Job Title: Office Administrator
- Department: Human Resources
- Location: Singapore
- Closing Date: N/A
- Reports To: Operations Manager
- Direct Reports:
Key Purpose of the Job
Provide administrative and office management support to Double Negative’s Singapore office of approximately 80 staff.
Needs To Do
- Facilities Management:
- Maintaining and replenishing stationary and food supplies, purchasing furniture
- Liaising with contractors including: Cleaners, Air-Con, Builders
- Liaising with building management regarding safety procedures etc.
- Overseeing residential lease agreements and maintenance of employees’ apartments
- Overseeing work of the ‘Runner’ (Assistant) to cover food orders and general facilities upkeep
- Budgeting and coordinating social events
- New starter process inductions, collating relevant paperwork including copies of passports and new starter forms, collating and creating personnel files
- Responding to general enquiries into the department
- Processing leavers
- Recruitment administration uploading adverts on external websites, processing job applications and recording them on the database
- HR Administration:
- •Preparing contracts and offer letters and ensuring correct records on the HR system
- •New starter process – inductions, collating relevant paperwork including copies of passports and new starter forms, collating and creating personnel files
- •Processing leavers
- •Compiling monthly payroll
- •Recruitment administration – uploading adverts on external websites, processing job applications and recording them on the database
- •First point of contact for all holiday, sickness and weekend work, collation, processing and recording ready for submission to payroll
- •Budgeting and coordinating social events
- General Administration and Reception:
- •First point of contact into the business handling all calls and welcoming visitors
- •Opening and distributing post, organising couriers
- •Ad-hoc report generation, word processing, note-taking, excel documentation
- •Scheduling meetings for Supervisors internally and externally
- •Responding to general enquiries into the department
- •Booking flights, hotels
- •Processing Expense Claims
Needs To Know
- Strong interpersonal /communication skills and action orientation
- Administration experience
- Ability to see the bigger picture and operate accordingly
- Strong Word and Excel skills, knowledge of File Maker Pro and MS Project an advantage
Needs To Be
- •Have a passion for film
- Strong customer service attitude
- Pro-active and confident
- Able to work with minimal supervision
- Impeccable attention to detail
- Adaptable
- Accept change
Measures of Performance
- Customer relationships
- Accuracy
- On time delivery
- Continuous improvement
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