The Office Admin Executive at PYCO will play a proactive and dynamic role, reporting directly to Operations Executive.
Reception (20%) – play as backup role for Office Assistant
Front desk reception, greeting visitors, manage phone calls and taking messages.
Handle incoming and outgoing post mails & follow up per request
Collecting bills, key in data and report monthly to proceed payment to vendors/suppliers.
Play as an internal and external contact point for office matters.
Office Support (70%)
Assist with scanning, photocopying and mailing of documents and reports.
Documentation: translate documents, manage office contracts & office supplier contracts, prepare and review contract, follow up in getting reviews and approvals of seniors.
File and store soft and hard copies of bills/invoices/receipts for further access.
Maintain inventories of office supplies. Monitor food and drink supply levels; reorder when appropriate.
Manage employees’ fingerprint badge data (in and out access). Issuance and retrievals of access cards. Manage the operation of the badge machine. Run badge data reports as per management’s request.
Be responsible for minor office fixing and maintenance. Be a contact with building management and office suppliers if there is any trouble of electricity, air conditioner, lights, and other safety matters.
Manage other office administrative activities: office lease/renovation, purchasing, etc.
Managing a team of several tea ladies to make sure office hygiene and cleanliness.
Participate in arranging seating plans for existing and in-coming employees and manage seating map.
Manage company Taxi account & monthly report taxi expense.
Providing logistics support for:
Visitors to PYCO, such as visa application, agenda, accommodation booking, pick-up service, dining reservation and outing trips.
Staffs who go for domestic or overseas trips, such as air ticket, insurance, accommodation, transportation, etc.
Other tasks (10%)
Acting as leader of office assistant(s): manage performance & check reports from Office Assistant(s).