Admin Coordinator (Central/1 Year Contract/Up To $4500)

Provides administrative support for Singapore office and business through the delivery of a variety of business services. Key Responsibilities Reporting to the Executive Assistant, SEA Region, the Administrative Coordinator (AC) will be responsible for supporting in a variety of administrative and business support activities, in addition to overall front office admin requirements,including but not limited to: Business Support Ensures timely coordination and support of Commercial Director's calendar scheduling and business meetings and arranging business travel and visa arrangements. Prepares agendas, takes and completes committee meeting minutes; coordinates distribution and follows up on action items. Preparing and submitting Commercial Director's expense reports on a timely basis. Coordinating arrangements and executing key tasks to effectively manage Commercial Director's offsite business meetings (virtual, hybrid and/or in person) by utilizing approved collaboration tools, including MS Teams/Webex and other technologies. Office Support Lobby appearance management. Screens and acts on incoming phone calls, voicemails and e-mails; provides service and handles complaints. Screen visitors. Provide visitor refreshments and other services as needed. Provide general support to guests. Arranging for couriers.Responsible for distribution of letters/courier packages. Supporting internal meetings,events and activities e.g., employee engagement activities, townhalls and monthly staff bonding activities including logistics, catering and equipment needs. Serves as a primary contact for meetings held at the office - meeting room booking, setting of meeting rooms,LCD projector, office equipment maintenance, seat booking and building access. Maintains and updates Seats Booking Apps for employees and visitors. Assist in new hire onboarding tasks by preparing access pass and office building access. Serves as primary point of contact for office upkeep, office supplies and equipment maintenance. Raising purchase orders and ensuring accuracy in such orders. Supporting the raising of purchase orders (POs) as well as non-PO invoice settlement. Reviewing and validating charges as part of the Master Services Agreement (MSA) before invoice settlement. Manages department operations:filing, printer maintenance, tracks budget through Anaplan, ensures stationary orders and manage pantry supplies. Assisting in BTA travel arrangements e.g., SEA kickoff meeting, as and when required. Coordinates local and international meetings; arranges travel, meeting arrangements and accommodations. Manages the administrative aspects of relationships with outside vendors, including courier coordination and supplier onboarding. Ensure timely payment to vendors and reconciliation of purchase orders to invoices. Participates in department project teams. May provide training, guidance and orientation to new team members. Providing back-up administrative support to the other Administrative Coordinator in the team. Assisting with ad-hoc duties, as assigned. Minimum Requirements Diploma holder Minimum 3 to 5 years related experience in administrative support role Experience using MS Office tools Fluency in English Preferred Requirements Has experience working in multinational companies or in the pharmaceutical industry Basic knowledge of the function/business area supported such as safety, sales, customer service, etc. User knowledge of virtual collaboration tools e.g., MS Teams, Miro, Webex PERSOL Singapore PteLtd • UEN No. 200007268E • EA License No. 01C4394 •EA Registration No.R22109454 (Malcolm Lee Jun Hao) By sending us your personal data and curriculum vitae (CV), you are deemed to consent to PERSOL Singapore Pte Ltd and its affiliates to collect, use and disclose your personal data for the purposes set out in the Privacy Policy available at https://www.persolsingapore.com/policies. You acknowledge that you have read, understood, and agree with the Privacy Policy.