Hill+Knowlton Strategies – Office Administrator (Part-time)

We are on the lookout for an organized and highly collaborative Part-time Office Administrator to ensure overall smooth day-to-day operations of the Singapore office and provide support to the teams.

Here’s what you will be doing:

Office Management Duties:

• General upkeep and cleanliness of the office, including office assets, IT equipment and devices, furniture and fittings.
• Issuance of staff access pass, office keys, etc.
• Troubleshoot and liaise with IT department for all office-related IT issues.
• Timely update of staff seating arrangement, access card list, IT asset list, software list, etc.
• Management and upkeep of office stationery, office & IT equipment and pantry supplies.
• Management of office corporate accounts such as Zoom, Telum, UPS, etc.
• Coordinate team-bonding activities and events, including ordering of food/beverage, making reservations and booking of venue.
• Appointed Emergency and Fire Warden for the office.
• Assist with general office lease administration.
• Liaise with building management and contractors on facility management, including supervising cleaners, electricians, IT engineers.
• Receptionist duty and Appointed office fire warden
• Business travel management including flight and hotel bookings.
• Liaise with vendors to order business name cards and new hire onboarding packs.
• Logistical planning of media and workshop trainings, liaising with 3rd party supplier etc (if required).
• Raise PO for any office-related expenses and ensure payment is made on time.
• Various ad hoc duties as and when required

Reception / Appointed Fire Warden Duties:

• Answering queries via emails and phone calls.
• Manage (collect / send) mails and couriers.
• Attend to guests when they arrive for meetings.
• Appointed fire warden for the office, to coordinate fire drills and evacuation in the event of an emergency.
• Prepare meeting rooms and provide refreshments for all client or internal staff meetings.

Finance Admin Duties:

• Create, amend, remove Maconomy user accounts for new joiners and leavers
• Monthly update of staff movement, headcount, leave tracker, IT Report, quarterly CSR Reports, and any other reports required.
• Track and update gift registry list as and when needed.
• Various ad hoc Finance Admin duties as and when required.

HR Admin Duties:

• Admin coordination for new hire onboarding/ leaver offboarding, such as coordinate with IT for the setup of new hire workstation and exit clearance for leavers.
• Various ad hoc HR Admin duties as and when required.

What you need to succeed in this role:

• At least 2 to 3 years of team assistant/ office admin/ secretarial experience.
• Able to commit 3 days on Tuesdays, Wednesdays and Thursdays per week.
• High-energy team player willing to go the extra mile to get the job done.
• Strong time-management skills and multitasking ability in an agile and fast-paced, deadline-oriented environment.
• Solution-oriented thinker with the ability to anticipate needs and react quickly to resolve issues.
• Solid computer literacy skills, including practical knowledge in Microsoft Outlook, Excel, Word, SharePoint, PowerPoint, with aptitude to learn new software and systems.
• Strong interpersonal and written / verbal communication skills.

If you are interested to be a part of a fast-paced, dynamic team, lease reach out for a confidential chat!