MAIN PURPOSE

Reporting to the Workplace Engagement Manager, the Workplace Engagement Executive (FOH) is a member of the Shiseido Workplace Engagement Team and is instrumental in supporting the Administrative and Secretarial Support for Shiseido Asia Pacific’s Executive Committee members, daily office administration operations, front desk and hospitality services. The incumbent plays a role in providing an environment where effective administration, good organisational and planning support is done efficiently and effectively.

KEY RESPONSIBILITIES

Administrative and Secretarial Support

• Enhance effectiveness by providing information management support
• Book meeting rooms
• Raise purchase orders and invoices in a timely manner
• Arrange delivery of items/goods for the division

 Reception and Hospitality Service

• Manage front desk and visitor management
• Assist and execute onboarding and offboarding process for hires
• Access card management
• Update and maintain directory
• Office and seating plan maintenance
• Source and manage pantry inventory
• Receive and arrange outgoing deliveries, update and maintain mailroom tracking and storage organisation
• Attend to employees’ queries and feedback

 Workplace Engagement

• Execute engagement and wellness initiatives and activities in the office that would promote workplace culture, strengthen sense of belonging across 3 business entities based out of the Singapore office
• Track workplace engagement activity budget
• Handle the administrative process of onboarding and offboarding of employee with regards to office tour, workplace engagement induction and preparation of new hires welcome pack
• Communicate effectively on office matters, events, and able to present proposals to stakeholders

Facilities Management

• Coordinate with vendors and building management on building maintenance and housekeeping services as needed
• Conduct periodical inspection on common area equipment to ensure good operating condition
• Perform other ad-hoc general administrative duties or related duties as assigned

REQUIREMENTS

• Minimum 2 years administrative experience or relevant diploma qualification
• Excellent written and verbal communication skills
• High level of accuracy in literacy and numeracy
• Discreet and able to maintain confidentiality
• Meticulous and pays high attention to detail
• Ability to work independently on assigned responsibilities
• Ability to articulate ideas, propose changes in processes and ways of working
• Strong time management skills
• Strong customer service and relationship building skills
• Team player with positive attitude and learning mindset
• Resilient, adaptable and resourceful. Ability to multi-task and deliver results in a dynamic and fast-paced environment
• Good knowledge of Microsoft Suite applications – Outlook, Teams, MS Word, PowerPoint and Excel – and Canva