Office Administrator – Singapore (Part-time)


As an Office Administrator you are responsible for supporting the daily management of the Booking.com location(s) as part of our office support team for Singapore. This includes remote support as a fixed responsibility, mobile support between our Booking.com offices or sometimes just as a back-up for an Office colleague. The core tasks of the admin are to be first point of contact, and to facilitate smooth day-to-day running of the office including; internal and external questions, supporting in-company processes and communication. You are performing in an autonomous manner and are able to pro-actively communicate on planning, results and ideas as part of the office support team.

This role will be based in our Singapore office on a half day basis, from Monday – Friday (9.00am – 1.00pm) 

Main responsibilities include but are not limited to:

  • Gatekeeper, Front Office Management
  • Provide single point of contact regarding all reception and office matters and action all queries
  • Meet and greet visitors; sign-in procedure
  • Answer incoming telephone calls in a timely manner
  • Allocate building access fob/key/pass and ensure its return
  • Assist with New Starter first day requirements
  • Distribute and manage incoming and outgoing mail for business and employee's private capacity, including arranging courier requests
  • Know and be able to act on Dawn Raid Guidelines
  • Maintain Welcome Visitor's Guide
  • Provide backup corporate travel support and act as a member of the Singapore Travel Team
  • Assist local management in all necessary paperwork following local rules and regulations
  • Complete monthly expense reports for management team in the Concur Travel & Expense platform.

 

Finance, HR, Real Estate and IT Support:
  • Facilitate Finance Procedure; examples: scanning invoices, attending to supplier queries, check for irregularities
  • Working knowledge of all Finance and IT processes and roles
  • Facilitate Helpdesk queries - raise Jira for phone problems, voicemail resets, IT issues
  • Assist with coordination of facilities for all new starters including desk allocation, PC/laptop, phones, email accounts and office access
  • Assist area manager, senior account managers and Real Estate Team in case of the opening of seasonal offices, refurbishments or office moves
  • Network and establish relations with colleagues and other departments.

Day to Day - Smooth Running of Office(s):
  • Manage dedicated Reception Inbox
  • Establish / maintain office filing systems
  • Order office supplies and consumables and manage stock control
  • Internal distribution of company promotional items and printing materials, business cards
  • Arrange ad-hoc lunches when required; examples: working lunches, external meetings
  • Provide ad-hoc admin support such as scanning, laminating, printing and binding
  • Walk the floor and inspect for handyman works, printer stations are up to date, general housekeeping standards are in place, furniture and machines are in working order; time management
  • Manage office cleaners to ensure canteen and tea points are kept tidy and fully stocked
  • Ensure meeting rooms are set-up and ready for use; examples: VC, flipcharts, projector, bins, stationery
  • Support H&S process to ensure compliance to local regulations is maintained

Supporting OM and Remote Locations:
  • Support OM / team in supporting other remote locations
  • Manage day to day requests from remote locations / team and to ensure compliance of facility agreement is upheld

Travel Office:
  • Assist with travel requests, ex: car hire request; train booking; hotel booking; airline booking
  • Working knowledge of travel policy and expense policy guidelines

Event Support:
  • Facilitate global celebrations; examples: Friends and Family day, Summer party, ad-hoc record celebrations;
  • Freaky Friday communications to office and arrangements;
  • In-house Hotel Workshops /breakfast meetings/ team meetings.

Qualifications / Required Skills and Profile:
  • Strong skills in Microsoft Office
  • Concur Travel and Expense Platform
  • Good typing skills
  • Strong analytical skills
  • Internet Savvy
  • Must be a highly motivated individual with the ability to multi-task effectively, well organized and flexible in a changing and dynamic environment
  • Ability to work well under pressure, with minimal management support
  • Excellent interpersonal, telephone and customer service skills
  • Excellent verbal and written communication and problem solving skills
  • Able to set up comprehensive digital and hard copy filing
  • Self-starter
  • Solution driven
  • Service oriented / Hospitality
  • Multi-tasker
  • Organized, but adaptable
  • Eye-for-detail
  • Friendly
  • Good communicator and negotiator
  • Discrete

Required Education and Experience:
  • High school diploma or equivalent
  • Associates or Bachelor degree preferred
  • 3 to 4 years relevant work experience

As we are not able to support work visas, you must reside in Singapore and able to work without an employment pass sponsorship.

 

The hiring company Booking.com Customer Service Center (Singapore) Pte. Ltd. is one of Booking.com BV's and/or BookingSuite BV's support companies in Singapore. Booking.com Customer Service Center (Singapore) Pte. Ltd. is looking for a Office Administrator - Singapore (Part-time). Booking.com BV is the company behind Booking.com™, the market leading online accommodation reservation service in the world. BookingSuite BV is the company which operates Booking.com's™ newly established Accommodation Marketing Services division. All references to "Booking.com" refer to Booking.com BV.


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