Purpose of Job
The Admin Executive provides administrative and operation support for HQ Office. He/She also providing the admin support for membership and fundraising matters.
Responsibilties
· Admin Support
o Manage centralized filing system and overseeing the archival of key of documents.
o Manage procurement and processing of invoices of office stationery, office equipment, refreshment and cleaning supplies.
o Manage of general hotlines.
o Coordinate daily dispatch and sorting out mails.
o Coordinate authorized signatories for documents.
· Supervises Office Cleaning staff
o Supervise and assign work duties of office cleaning staff.
o Responsible for the procurement of cleaning inventory.
· Vendor Management
o Coordinate with external contractors, vendors, suppliers for procurement, repair and maintenance works for office equipment and building management.
o Handle vendors, contractors, suppliers and obtain quotations.
o Coordinate contracts renewal.
· Membership & Fundraising Management
o Maintain the Membership database in an accurate and timely manner.
o Processing new applications and renewal of membership.
o Attend to the queries from Members.
o Facilitate and manage the admin support for the yearly Annual General Meeting (AGM) and Extra Ordinary General Meeting (EOGM).
o Provide administrative support in fundraising events.
· Monthly Reports
o Provide consolidate monthly report for bookings of meeting rooms for charging purpose.
Any other duties may be assigned by the Management.
Requirements
· Minimum Diploma with 5 years of relevant experience.
· Ability to handle sensitive and confidential information.
· Proficient in Microsoft Office, Word, Excel and Powerpoint.
Competencies
· Strong communications and written skills.
· Good interpersonal skills and ability to interact at different level.
· A team player.
· High degree of multi-tasking and time management capability.
· Strong organizing and coordination skills.
· Meticulous and the ability to work independently with minimum supervision.
