Admin Executive

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To make a difference with us, all you need to do is bring your human best.

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Learn more: jti.com

Reporting to: People & Culture Director  

Duty post: Singapore 

ADMIN EXECUTIVE 

As Admin Executive, you will be acting as a supervisory role to support administrative processes: entire office management including managing the reception, EHS and security. This role is also responsible for executive assistance to the General Manager Singapore on admin services. The person will be ensuring to support efficient functioning of the office, optimizing administrative costs, complying all administrative procedures and the reception work. The aim of the role is to support to create and maintain a pleasant, ergonomic and efficient work environment to ensure high levels of organizational effectiveness, communication and safety. 

As the Admin Executive under the area of People & Culture Team you will do the following:

• Office & Administration:
  • Ensure to support smooth operation of JTI Singapore office management function to ensure positive and professional working environment at company's premises in line with AP/SP plans and budget. Comply with all office-related policies and procedures in line with local legislation and JTI standards. Manage the reception together with another Admin Associate, support to monitor service agreements by ensuring timely renewal and negotiation of rates in collaboration with GIP. Recommend suitable projects in the Office Administration sector essential for the continued development of the organization.
• Executive Assistance:
  • Manage GM’s schedule and perform a full range of administrative services, including making appointments, scheduling meetings and invitations, and arranging logistics. Perform clerical duties, make travel arrangements and complete expense reports online for local management team and provide other administrative assistance, as assigned. Serve as an expert on matters pertaining to administrative procedures. Demonstrate discretion and solid judgment in the access and handling of sensitive information, including personnel records and company-sensitive information.
• Other Facilities Management
  • Manage and propose relevant items in Office Admin area and Pantry needed for further organizational development. Manage the office maintenance as and when needed. Take care of onboarding briefing and arrangement for new joiners. Consolidate monthly EHS reports and activities: coordinate the activities connected with health and safety area, reporting of EHS quarterly reports and implementation of other global/local EHS projects and activities being under HR responsibility and act as a first point of contact and coordinate all activities connected with EHS.
• General & Accounts Administration
  • Responsible for monitoring, analyzing and submitting the necessary reporting data for Admin area and achieving financial objectives by proposing an annual admin budget, scheduling expenditures, analyzing variances and proposing and further on initiating agreed corrective actions. Preparation of Vendor Creation/Maintenance and Purchase Requisitions. Checking and verifying invoices for admin prior to payment process. Vehicle administration of season parking and corporate petrol card related to non Sales vehicles. Management and administration of Corporate credit card related matters and manage Travel system - Concur together with GBS.
• Events management
  • Align with P&C Director and execute events management related to workshops/trainings, assist to arrange monthly employee engagement events (e.g.. lunch talk, roadshows), company events (e.g.. anniversary celebrations) and corporate VIP's visits.

Requirements

• Education: Diploma, College or University Degree or equivalent.
• Work Experience: At least 3-5 years of relevant work experience in secretarial/general administration functions. Energetic, positive individual who is meticulous and well organized.  Self starter, independent, flexible and team player with good interpersonal skills.
• Language Skills: Fluency in English. Mandarin is an advantage.
• Functional Skills: PC literacy: Microsoft Office. Person experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little supervision. Enjoying the administrative challenges of supporting an office of diverse people.

Are you ready to join us? Build your success story at JTI. Apply now!

Next Steps:

After applying, if selected, please anticipate the following within 1-3 weeks of the job posting closure: Phone screening with Talent Advisor > Assessment tests > Interviews > Offer. Each step is eliminatory and may vary by role type.

At JTI, we strive to create a diverse and inclusive work environment. As an equal-opportunity employer, we welcome applicants from all backgrounds. If you need any specific support, alternative formats, or have other access requirements, please let us know.