Roles & Responsibilities

The incumbent will provide administrative and secretarial support to the department (Engineering/EHS/BEx). This support will involve providing a full range of clerical, office support services, training logistics / administration and document management. To accomplish these tasks the incumbent will require strong written and oral communication skills, have a high level of self-initiative and be a highly organized and structured person. The incumbent will be required to prepare and edit reports and presentations; manage internal/external correspondences, process incoming/outgoing mails; maintain Outlook calendars; organize and maintain files; process training / internship program administration; and will therefore have good coordination and multi-tasking skills and abilities.

Responsibilities:
• Provide administrative/secretarial support assigned by Department head eg. managing internal/external correspondences, process incoming/outgoing mails; maintain and... coordinate Outlook & Site Training calendars; organize and maintain files; process OPEx related / site training /internship program administration
• Coordinate travel plans, produce itineraries and expense reports.
• Schedule and coordinate meeting / training logistics with multiple groups, both internal and external.
• Prepare and edit reports and presentations (includes OPEx & training related reporting), when necessary
• Expedite the flow of office work and initiate follow up, when necessary.
• Office safety inspection
• Ordering of uniform/stationary, event / training / workshop refreshments, liaising of office equipment issues
• Monitor budget eg or stationery, office equipment, event ordering, uniform, training expenses
• Handle PR for budget managed in Ariba system
• New colleague announcement, onboarding
• Department organization chart and intranet update
• Condolence and congratulatory / recognition token collection
• Management of department building keys
• Liaising with vendor on name cards
• Liaising with GFSS and vendors on invoicing matters
• Managing Engrg library and Learning Management System
• Processing Goods receiving in SAP system as per required
• Manage couriers and shipments
• Prepare accruals
• Liaise with BT on IT issues
• Remind colleagues of eleave clearance and coverage
• Complete required onsite and online training
• Liaise with colleagues, vendor and PGS for colleague’ external training matters eg. invoices, payments, etc
• Handles internal and external inquiries
• Co-ordinate Engineering distribution from EHS eg. Mask, vitamin C
• Support CMMS Planner inprocessing EAMS work order issuance and reconciliation
• Liaise with educational institutes or government sectors on internship program / career conversion program
• Publish site-wide recognition announcement, when necessary

Tell employers what skills you have
Outlook
Document Management
Oral Communication Skills
provided administrative support
Multitasking Skills
Administration
SAP
Microsoft Word
Organization
EHS
Singapore

Salary Criteria