The Fleet and Admin Services Coordinator/Admin Assistant will perform a wide range of administrative and office support activities for the organization. The role will provide support to nonexecutive employees or groups in the organization by preparing correspondence, reports, presentations, agendas, minutes, etc. The role will also maintain files and other records related to job assignment.

Accountabilities:

Handle the receipt of all deliveries, verification and processing of vendor invoices in a timely and accurate manner

Collate, organize, file and monitor related documents

Front Desk Management

Assisting applicants / visitors / VIP

Mail and package Management

Manage incoming and outgoing documents and other work-related items.Monitor cross-charging of shipment cost by division cost center.

Shuttle and Driver Management

Monitors and handles request via shuttle toolShuttle utilization reportManage the schedule of shuttle drivers and update shuttle routes appropriatelyManage maintenance schedule (carwash/interior detailing/for repair)

Room Reservation Management Meeting & Training Rooms

Approving and monitoring requestGenerate monthly reportWalkthrough inspection for meeting & Training Rooms

Office Supplies Management

Manage allocation of related consumables per divisionConduct monthly inventory checkFile stock replenishment accordinglyMonitor and file request for payment accordinglyPR filing for office supplies replenishment

VIP Setup & Welcome Screen

Monitor VIP Setup and other room setup based on requestMonitor and update welcome screen for VIP visitors

Handle Admin Service Tools

Meeting and Training RoomShuttle RequestOffice Supplies Requisition Tool

*Perform other duties as assigned by management

Qualifications:

Bachelor’s degree holderAt least 1-2 years of relevant work experienceExcellent communication skills, both oral and writtenGood organizational and presentation skillsAdministrative work experience in an advantageMS Office (Word, Excel & PowerPoint) ProficiencyKnowledge of clerical and administrative procedures and systems such as filing and record keepingDemonstrate strong attention to detailsExcellent time management skills

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