General Administrative Support:
- Handle all reception duties including answer telephone, screen and direct incoming
calls.
- Handle incoming and outgoing mails, faxes and courier dispatch.
- Flight, hotel and travel visa arrangements for all staff/department, including prepare visa/invitation letters and documents.
- Update and maintain office vendor databases.
- Liaise with supplier/vendor including negotiate pricing and compare pricing.
- Issuing visitor pass.
- Coordinating various aspects of office administration including meeting room booking, office equipment repair and maintenance service.
- Ensures knowledge of staff movements in and out of the organization by updating/maintenance of the Whereabouts chart/Spreadsheet.
- Purchase and replenish of stationary, pantry refreshment and printing of name card.
- Photocopying and binding job reference materials including proposal/marketing
brochures/training material collating.
- Maintenance of document filing system as required.
- Assist and support on other job related and ad-hoc duties.
General Event Coordination and meeting support:
- Organisation and coordination (global meetings, seminars, conferences, sales visits) as
and when required.
- Liaison with KBC marketing team to coordinate events calendar and local marketing support requirements.
- Organising all logistics (meeting rooms, technology, catering) management.
- Collation and circulation of relevant supporting materials.
Facilities Management:
- Keep the office environment safe and in good repair, liaise with the building’s
managing agents and/or engage outside contractors as required. Work with Regional Facilities Manager as required.
- Coordinate legal and contractual matters related to the office in liaison with the General Manager
- Manage office utility contracts and process monthly office utility bills.
- Arrange and pay for cleaning firms to visit the office.
- Negotiate with local hotels for preferential rates for KBC consultants.
Finance Team Liaison:
- Collate received invoices to finance for billing.
Employee Relations and HR Administration Support:
- Coordinate in collaboration with the local HR Business Partner to support on key employee events (recruitment, new joiners, benefits provision, leavers, employee relations, employee immigration, HR data integrity, etc.)
- Expats’ employment/dependent passes applications and terminations.
- Expat apartment accommodation and relocation arrangement.
- Prepare correspondence for employees (i.e. letter of certification, travel visa Letter, etc.)
- Co-ordinating with insurance company on employee claims.
- Arrange for employee health screening.
- Source and coordinate training course booking.
