Job description
Job Description – Receptionist cum Admin Assistant
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
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
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
ISO, ISPS & BizSafe
· To assist AM with ISO, ISPS and BizSafe renewal
· To update and maintain records
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.
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
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.
Required Skill Profession
Other General