Zeemart Pte Ltd – Operations Executive

Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.  Your responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our team members.   To be successful in this role, you should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.  Ultimately, you should be able to ensure the smooth running of the office, assist to improve company procedures and day-to-day operations.

DUTIES AND RESPONSIBILITIES:

• Serve as the first point of contact for the company, including:
  • Calendar management, preparation for meetings, organising equipment, taking minutes and distribution as required
  • Plan and organise off-sites, events, celebrations and conferences when necessary
  • Ensure guests coming to the office are well received
  • Maintenance of the property, equipment and its surroundings
  • Be the point of contact for all office management issues and requirements
  • Liaise with contractors to ensure timely execution of various contracts
  • Liaise with internal and external stakeholders
  • Processing of claims, tabulation of allowances, incentives & reimbursements and filing of expenses.
  • Partner with HR to update and maintain office policies when required
  • Coordinate with IT department regarding office equipment inventory and maintenance
  • Manage budgets and procurement of facilities, pantry and office supplies
  • Mail collection and distribution
  • Ad-hoc duties when assigned

JOB REQUIREMENTS:

• At least a GCE “O” levels with good spoken and written English with at least 1 year in a similar capacity.
• Knowledge of office administrator responsibilities, systems and procedures.
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers).
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest improvements.