PA to Group COO

The Team

You will be part of the Group COO’s Office team, managing the administrative matters of the organization and reporting directly to the COO. In this role, you will gain exposure to all administrative support functions, assist various departments with operation matters, and provide administrative assistance to the COO.

Duties & Responsibilities

1. Handle all telephone enquiries and calls with professionalism and courtesy, on phone or email.
2. Assignment of leads from company hotline to respective salesperson in accordance to portal listing records based on ERP system queue.
3. Coordination of advertisement with relevant advertisement agencies and vendors.
4. Manage subscriptions and distributions to respective personnel including but not limited to newspaper subscriptions and advertisement agencies.
5. Coordinate room booking, preparation of meetings, and provision of hospitality to guests.
6. Ensure proper daily maintenance of office supplies, amenities, and replenish stocks on a prompt basis.
7. Report maintenance issues, such as furniture, flooring, fittings, and equipment, to the appropriate parties.
8. Manage incoming and outgoing documents and billing on a timely manner including but not limited to couriers, hotline contracts, name card printing, corporate billing on credit card, road tax, and insurance group policies.
9. Coordinate the season parking matters, monthly phone billing contract status, rebates, annual pest control service, group insurance renewal, and discount with vendors with proper filing.
10. Coordinate despatch and bank cheque schedules whenever necessary.
11. Coordinate catering, flower, hampers for corporate events on request basis.
12. Assist Group COO with business travel and accommodation arrangements.
13. Any other ad-hoc duties as assigned by the Group COO.

Requirements

1. Candidate must have at least a Higher Nitec or Diploma in any field.
2. A minimum of 1 year of working experience in administrative support or a related field.
3. Proficiency in both spoken and written English, with knowledge of one additional major language commonly spoken in Singapore.
4. Friendly, independent, and proactive self-starters are preferred.
5. Strong ability to multitask, with excellent organizational skills and attention to detail.
6. A background in marketing or design is advantageous.