Purpose/ Mission

Provide administrative support to the Country Manager, work health and safety maintenance, and overall office/facilities administration support. Manage all Company contracts & legal documents; prepare meeting reports and presentations; and coordinate with internal and external partners, as needed.

Accountabilities

Administration

• Handle day-to-day administrative and operational matters including but not limited to monitoring of timelines, follow-up on instructions, and other office functions;

• Provide on-time/immediate action on car rental requests from various departments, PO creation, and process replenishment of office/pantry supplies;
• Coordinate with the Building Administration for all building administration requirements, compliances, and requests;
• Assist in logistic requirements, including sourcing and negotiating for venue of company events, meetings, and trainings;

• Attend to incoming and outgoing calls/emails, and update and schedule appointments and meetings, including meeting venue and related facilities/equipment required;
• Prepare minutes of meeting, reports, and presentation decks;
• Coordinate with legal, and other external/internal partners for administration and facilities related concerns/assistance, including but not limited to visa processing, legal certificates, etc.
• Prepare proper documentation/requirements for visa application and work permit of foreign hires;
• Maintain a centralized and organized depository of legal and company-wide documents/contracts, and ensure on-time renewal/cancellation where applicable; and
• Handle vendor/supplier sourcing, review of quotations, negotiation with suppliers, and monitor quality vendor/supplier performance.

Ad Hoc

• Office/Administration duties to be assigned by GM/HR & Admin from time to time
• To undertake other special assignment, ad-hoc functions and related duties as and when required.
• Responsible in overall function of office administration which includes maintaining company assets, stationeries, office supplies, general facilities and equipment.
• To coordinate and liaise with all levels of people in the organization to get work done.
• Develop and implement administrative improvement initiatives to improve overall service performance and effectiveness.

People

• Provide the efficient admin. service capability.

Controlling

• Manage and control own KPI’s.

Compliances

• To observe both global and local policies and procedures in all dealings;
• Support APAC changes and directions

Professional background/ Experience:

• Minimum 5 years working experience in similar capacity
• Preferably in apparel/ fashion/ FW or FMCG
• RN is an advantage
• Ability to work in international environment
• Exposure in Sports, Fashion
• Education: A recognized Diploma / Degree in Secretarial or Business Administration
• Software Tools/Technology: Word - Advanced, Excel – Advanced, PowerPoint – Advanced, Outlook – Advanced
• Language Skills: English: Advanced, Local Language: Fluent