Admin. Assistant cum Receptionist - #1109946

Job Description – Receptionist cum Admin Assistant

 1.       Reception Duties (daily, weekly and monthly)

·       Answer and direct all phone calls

·       Greet office guests

·       Manage, clean and organize the front desk, pantry, meeting rooms

·       Work order, letter and other document collection and distribution

·       Stock the copier, pantry and meeting room

·       Collect and sort all mail and packages

·       Purchase and maintain inventory of stationeries, pantry supplies, first aid kit supplies, office equipment, crane QR code sticker, etc.

·       Assist with document scanning, photocopying, and preparation of paperwork for filing.

·       Decorate the office for holidays

·       Support the office manager and administrative assistants

2.       License application and renewal with Government Entities

·       MOM – application for new crane model to be added to crane contractor license

·       HDB – application of new cranes to be added to material listing

·       NEA – create consignment note for disposal of used lubricating oil

·       LTA/ HDB – appeals for driver offences

·       Fines / Notices – scan and save a copy in Admin Nas. Then pass hardcopy to relevant department for them to inform their drivers/operators

·       Any other applications with government entities

3.       Investment Properties

·       Liaise with agent and tenant for contracts and renewals

·       To update and maintain records i.e. electricity and water bills, MCST

·       To update and maintain financing records

4.       ISO, ISPS & BizSafe

·       To assist AM with ISO, ISPS and BizSafe renewal

·       To update and maintain records

5.       GPS System

·       Serve as the primary point of contact with GPS vendors for troubleshooting and resolving system issues.

·       Schedule installation/removal of GPS on vehicles

·       Monitor the GPS system to ensure all units are functioning properly.

·       Generate monthly GPS reports

·       Maintain records of all GPS installations, removals, and related vendor interactions.

6.       Monthly Birthday Card Preparation for Employees

·       Obtain the monthly birthday list from the HR Team

·       Prepare birthday cards and pass them to the Management Team for writing of greetings

·       Arrange dispatch service via ‘Easy Parcel’ to deliver the birthday cards along with corporate souvenirs to drivers/operators

·       Distribute the birthday cards and souvenirs to office staff

·       Monitor stock levels and inform the HR Team when birthday cards or souvenirs are running low

7.       Others  

·       Key box management and organization (Monthly check and reinstate missing keys)

·       Vendor application form liaison

·       Verification and processing of taxi claims

·       Verification of admin credit card statements

·       Scan and file hire purchase agreements

·       Any other ad hoc duties as required by management.