JMC Talent Search Pte Ltd – Administrative Specialist

Reporting to Director of Business Operations – SEA, you will be responsible in providing day-to-day administrative support for the Fluke SEA offices (Singapore, Malaysia, Indonesia and Vietnam). You will also be involved with supporting the team with learning and development administration, as well as facilitating and coordinating of office HR events. You must be operationally hands-on, organized, highly motivated and able to work with a disciplined approach towards managing people and work standards.

• Provide full spectrum of secretarial and administrative support to Managing Director, inclusive but not limited to managing of calendar, administration of meetings and minutes writing
• Manage full suite of business travel arrangements, including travel itineraries, booking of flight tickets, accommodations, travel insurances, etc. for Managing Director & Senior Leaders
• Maintain discretion and confidentiality in handling all matters.
• Active participation in office management, including handling general clerical tasks
• Management of office equipment and pantry supplies, including the ordering of new equipment/supplies as needed
• Maintenance of office equipment and vendors
• Management of office licenses and leases renewals and documentation requirements for Fluke SEA offices 
• Responsible for Office security/safety matters such as security card maintenance, fire safety programs, BizSafe renewals
• Lead risk assessment as the Risk Assessment Leader
• Coordinate and support learning & development initiatives (training)
• Submit payment requests relating to all admin, facilities and training expenses / purchases
• Support and coordinate external and internal office events, meetings, townhalls, conferences, as well as employee engagement activities (e.g., Venue sourcing, F&B arrangement)
• Aid accounting and human resources department to support with personnel databases and other duties
• Ensure meeting spaces are properly requisitioned ahead of schedule
• Arrangement for courier services and support with local mails
• Support Senior-level officers in meetings, including taking notes and recordings as needed
• Regularly review policies and procedures and make recommendations for modifications to improve services and office administration
• Any other ad-hoc duties as required

Requirements:

• Minimum of 3 years’ experience in similar capacity
• Minimum a Diploma Holder and above
• Sound organizational and administrative skills
• Strong communication skills and extremely self-motivated when managing communication channels
• Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel
• Comfort multitasking and handling multiple requests from different individuals and departments
• Ability to work quickly and in an agile environment
• Pro-activeness and positive learning attitude are essential
• Short-Notice or Immediate availability preferred