Adventus Singapore Pte Ltd – HR Admin cum Receptionist

Job Summary

Under minimal supervision, the incumbent supports the Singapore office by performing a wide range of HR and administrative support activities. He/she will report directly to the HR Manager.

Job Responsibilities

• Perform general reception duties by receiving incoming calls and visitors to the department or area.
• Liaise with couriers / dispatches for incoming and outgoing documents and goods deliveries.
• Drop cheque at nearest DBS drop box.
• Ensure office facilities (both sales and logistics offices) are well-maintained. This includes and is not limited to ensuring office electronics, office furniture and furnishings, pest control, lighting, electricity, air conditioning are in working condition. In addition, to ensure the confidential and non-confidential boxes are collected when full and the cleaning employee keeps the office effectively clean.
• Ensure office merchandise is sufficient at the end of every month and restock as needed. This includes and is not limited to stationery, office, fruit and pantry supplies, technical team’s uniforms, and polo tees. To raise PO and goods receiving in SAP ERP system for each purchase.
• Liaise with the building management for building access cards, mailbox, office facilities issues and seasonal parking.
• Arrange gifts for staff that include long service award trophies, new-born gifts, get-well gift, condolences wreaths etc. as needed.
• Verify the vendors’ invoices before submitting them for approval and then send to finance for payment.
• Support meetings such as visitor meetings, and internal training sessions that include arranging venues and food.
• Arrange staff welfare activities which include employee engagement events, namely arranging lunch and event logistics. In addition, this incumbent will support the overseas company retreats, as needed.
• Liaise with Managing Director, HR, and business leaders to organize and facilitate quarterly townhalls which include arrange all logistics including setup of projector and ensuring connectivity with the other countries via Microsoft Teams throughout the townhall session.
• Arrange accommodation and flight bookings for employees and visitors coming to the Singapore office.
• Prepare onboarding logistics for new employees that includes cleanup and put the new associate’s name signage at the designated workstation, arrange for name card prints (as needed), and prepare new hire’s onboarding kit.
• Offboarding to collect back the access card from the leaver and remove name tag after the person leave.
• Take on fire warden’s responsibilities.
• Assist Operations department in operation duties.
• Any ad-hoc duties as assigned by the HR Manager.

Job Requirements

GCE ‘O’ level or NITEC or Diploma.

At least 3 years of relevant working experience.

Familiar with MS Outlook, Word, Excel, and PowerPoint.

Demonstrated ability to communicate effectively both verbally and in writing.

A strong team player.

• Ability to plan and meet deadlines, prioritize, and handle several tasks at the same time.
• Knowledge and ability to organize meetings, and other logistics arrangements.
• Ability to work effectively in an environment that includes constant interruptions.