A key member of the Gallery/SAM Office Admin team, he/she leads the Office Admin functions and plays a critical role in the formulation and implementation of policies, programs, systems and strategies to support Office Admin initiatives at the Gallery & SAM.

He/She will be tasked to plan and supervise office administration and support operations, as well as leverage on technology and innovative ideas to plan the most efficient administrative procedures to provide excellent administrative services in the 2 entities. He/She will work with different stakeholders on ensuring smooth administration operations, including contract renewal, insurance management, projects management, office space, department budget, staff matters, procurement matters

KEY RESPONSIBILITIES:

• Work closely with the team and supervise daily administration and support operations and plan the most efficient administrative procedures and lead a team of professionals to complete a range of administrative and support duties
  
  

Operations

• Leverage on technology and creative ideas to manage the design and implementation of office policies and systems, review, revise and enhance current policies and systems, and establish standard operating procedures
• Plan and implement administrative procedures and systems and design ways to streamline processes
• Ensure the smooth and adequate flow of information within the company to facilitate business operations
• Establish core suppliers and vendors list for effective and efficient procurement of office equipment and pantry supplies with attention to budgetary constraints
  
• Oversee and manage budget, monitor costs and expenses
• Supervise the team in daily administration and operations, as well as ad hoc projects to improve office efficiency
• Engage in stakeholder management with external suppliers and vendors to ensure satisfactory standards of service delivery

Records Management

• Oversee entire process of archived records from creation, retention to disposal
  
• Oversee and manage records management system (e.g. e-registry set-up/design) and govern the related policies

Space Management

• Oversee the management and allocation of office space, including seating configuration to ensure adequate and suitable seating is available on a timely basis

Insurance & Contracts Management

• Analyse insurance needs and manage the appointment of an insurance broker to provide optimum coverage for all staff benefits and organisation assets
  

Others

• Provide secretarial and administrative support to selected executive senior leaders in SAM
  
• Handle ad-hoc assignments as and when required including secretarial duties for meetings and administrative works

REQUIREMENTS:

Please send your application to [email protected]. We regret that only short-listed candidates will be notified.