Avani Resources – Office Assistant

JOB DESCRIPTION- OFFICE ASSISTANT AND SECRETARY TO DIRECTORS

Office Assistant Responsibilities

• Acting as a first point of contact for the office- dealing with all visitors and phone calls. Notifies company personnel of visitor arrival.
• Collate and distribute mail.
• Maintain and organize office filing, manage correspondence, and update company databases.
• Maintains security and telecommunications system.
• Prepare communications, such as memos, emails, invoices, reports, and other correspondence.
• Maintain company calendar, schedule, and manage in-house and external events
• Coordinate and manage company celebrations such as staff birthdays, CNY, Diwali etc.
• Coordinate operations, including purchasing, equipment, property inventory, building, equipment, and disposal.
• Maintain complete stock of all office supplies including pantry and accuracy of inventory
• Help implement new programs, procedures, methods, and systems
• Connect with building vendors to carry out fixes and improvements
• Maintain complete cleanliness of the office and manage Covid related safe management measures.
•  Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
• Manage ad-hoc projects and requirements.

Secretarial Responsibilities

• Manage Directors electronic diary, correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
•  Manage Directors travel arrangements (including visas/accommodation).
• Maintain records of Director’s contacts. Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Directors in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, contracts, reports, and presentations for the Director.
• Any other ad-hoc duties as required.
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• Requirements
• Proven experience as an administrative assistant, secretary, or similar role
• Experience in office management software such as MS Office (MS Excel, MS Word)
• A self-starter who can plan, organize, and take initiative to meet job objectives and deadlines independently.
• Can-do attitude, driven and passionate about work
• Strong verbal and written communication skills
• Only Singapore Citizens or Permanent Residents