Job Description

SGK is a global packaging and brand experience company. From idea to implementation, we deliver packaging solutions and brand experiences that give brands the freedom to speak louder, scale faster and grow stronger. We simplify marketing and amplify brands to deliver value. SGK is a Matthews International company.

POSITION SUMMARY

The Office Administrator is responsible for effective and efficient management of office, administrative and clerical services. This role organizes and coordinates office administration, services and procedures. The Office Administrator coordinates facilities and maintenance activities including outsourcing building maintenance, as necessary. This role also provides Human Resources related support and performs sales, marketing and accounting/ billing support.

Using basic problem-solving skills to resolve day-to-day administrative and facility issues, guided by standardized policies and procedures. Assigns tasks and monitors daily operation according to established guidelines, procedure and policies.

JOB RESPONSIBILITIES

General Administration

• Develops procedures and systems for office personnel.
• Promotes team atmosphere through leadership and employee development.
• Maintains customer files and contract information.
• Organizes office operations and procedures.
• Partners with company human resources in providing support to employees.
• Provides marketing and sales support.
• Additional duties as assigned.

Reception

• Ensure reception is staffed at all times.
• Client (internal and external) or VIP Guest hospitality, ensuring all visitors receives a high level of attention and service.
• Ensure conference rooms or meeting rooms are appropriately maintained and stocked with work materials.
• Prepare and plan for manager/client meetings including operations and management conferences. Prepare and arrange refreshments for management/ client meeting or training, if required.
• Handle and answer incoming phone calls in a professional manner. Ensure timely distribution of phone messages.
• Handle incoming and outgoing mails/ couriers. Ensure incoming mails/ courier packages are distributed timely.
• Maintain and update staff phone/ contact list and periodically circulate.
• Manages employee schedules and troubleshoots conflicts as they arise.
• Maintains schedule and appointments.

Facility/ Office Maintenance

• Serves as point person for facilities maintenance and repair activities.
• Manage the cleaners, liaising on a daily basis, to ensure that the cleaning specification is adhered to and agreed standards are maintained.
• Manage the Facility & Maintenance vendor. Ensure routine maintenance service schedules such as pest control and waste disposal etc are adhered to and communicate with vendor if needed.
• Ensure facility is being well maintained. Any reported issue should be fixed and update accordingly. Eg: electricity issues, roof leaking and etc.

Vendor Management

• Manage vendor renewal contract based on annual vendor evaluation rating for the entire facility.
• Search for new vendor; get quotation.
• Provide feedback and timely follow up with vendors as part of continuous improvement to support operations.
• Maintain and update vendor contact list.
• Arrange supervision of vendors when work being carried out.

ADDITIONAL RESPONSIBILITIES

Purchasing

• Orders supplies and equipment as needed.
• Maintains appropriate inventory levels of supplies and equipment, ensure consumables such as stationeries, toilet and pantry supplies, cleaning and maintenance supplies are ordered as required and within budget.
• Raise purchase requisitions, process invoices for the entire facility through SAP system.

Security

• Manage security services.
• Monitor attendance of security officers.
• Ensure gates are locked
• Manage the facility car park, ensure all staffs have the car sticker for safety purpose and ensure the car park is in safe and good condition.
• Ensure the external doors are locked and/or closed at all times.
• Regular checks for the security camera both outside on the facility perimeter and within the facility.
• Ensure property of the Company is not leaving the building without the correct paperwork and signatures.

Travel Arrangements

• Arrange travel and hotel accommodation as required for all staff.
• Application of travel visa for all staff as required
• Maintain and update travel agents contact.
• Research and recommend hotel/travel arrangements for guests/clients.

Plant Systems and Reports

• Manage the Time Print System, employee fingerprint registration, management and maintenance.
• Assist to compile respective departmental time and attendance report, or any other administrative reports requested by management team.
• Assist to compile employee reimbursement claim reporting.

Employee Welfare and Events

• Actively participate, organize and coordinate employee events.
• Organise other employee events as needed.
• Logistic arrangement for employee event, such as room reservation, food or sundries order, meal arrangement for event, workshop, or training.
• Order and distribute vouchers, employee t-shirt or related employee welfare arrangement or coordination.

QUALIFICATIONS / REQUIREMENTS

• Diploma/ Bachelor\'s Degree in Business, Administration or related field.
• Possessing office/administrative experience will be an added advantage.
• Experienced in MS Office Suite, Outlook and Internet applications.
• Good verbal and written communication skills.
• Ability to develop and maintain collaborative relationships with peers and colleagues across the organization, as well as, internal and external clients.
• Self-motivated with critical attention to detail, deadlines and reporting.
• Fresh graduate is welcomed.

Matthews International endeavors to make our employment website and application process accessible to all users and applicants. In doing so, Matthews International provides reasonable accommodations to applicants with disabilities. If you have a disability and require a reasonable accommodation or assistance completing the application process, please contact a member of our Human Resource Team.

At Matthews International, what makes us different is what makes us great. We are proud to be an equal opportunity workplace. All employment is decided on the basis of qualifications, merit, and business need.

Matthews International