Admin & Operations Executive
About the Company:
Clearwater Communications (CwC) is an award winning boutique event marketing agency. Based out of Singapore and Hong Kong, we work with our international MNC clients on their internal and external activations and events in Asia. We are a dynamic and multi-cultural team who is passionate and dedicated to our work. Honesty and integrity are important values to us. The work environment is respectful, open and collaborative with a dose of fun!
The Role in Summary:
We are currently looking for a mature and sharp operator who is commercially and technologically savvy. You will report to both the Office Manager for office administrative and accounting tasks and the Senior Ops Manager to support the project operations team in the delivery of events. You can be someone who has years of experience in an organisation and would like to be a key contributor to a dynamic agency on a wide spectrum of tasks and making a difference; or you could be an outgoing and enterprising administrator who would like to join a boutique agency that works on different types of projects in the region thus allowing you an opportunity to also gain more exposure.
The responsibilities will be varied, some highly confidential, some will require you to make judgements and suggest the best solutions. Good time management and the ability to prioritise and multi task is very essential to the success of this role.
Job Responsibilities:
This role is based in Singapore but covers both the Singapore and Hong Kong operations.
Please indicate your expected salary and availability in your application.
General Administration & HR Management:
- Support the Office Manager in day to day administrative tasks to ensure smooth office operations. Administrative tasks can include but not limited to upkeeping the office and office assets, maintenance of office equipment, office expenditures, purchasing of office items and consumables items and consumables.
- Manage and coordinate with external IT vendor to properly upkeep, maintain and troubleshoot our systems i.e. Sharepoint/One Drive, emails, Teams, Google Drive etc.
- Liaise with both projects and accounting team on AP and AR documentation needed and ensuring a rigorous filing system is maintained.
- HR operations including but not limited to onboarding, updating employee handbook, leave, exit procedures, tracking and maintaining personnel records and accounts.
- Plans staff development and staff welfare initiatives; lead organizer for office events such as offsites, meetings, dinners and gatherings where required.
Event & Marketing Support Tasks:
- Supporting the Events team in operational and logistical duties as required including but not limited to sourcing and purchasing of materials (either by taking the initiative to research for suitable vendors or using online platforms such as TaoBao, Shopee etc), printing, arrangement of delivery and storage, event registration/RSVP and onsite support at events where needed etc.
- Sourcing, comparing and arranging flights, hotels, insurance etc for teams who are travelling.
- Supporting in company marketing efforts where needed on the administrative front e.g. assist to collate information, materials as instructed by the lead.
Requirements:
- Diploma or above
- With minimum 3 years relevant working experience in admin and operations
- Track record of admin and operations management in an SME and/or agency environment will be advantageous.
- Good command of English and Chinese (written and spoken).
- Proficient in MS Excel a must. Strong MS office skills in Word and PPT.
- Experience with software such as Xero, Sharepoint, Google Drive.
- Enjoys and savvy with online shopping on major platforms such as Taobao, Shopee a big plus!
- Meticulous, organized and high attention to details
- Strong sense of responsibility and initiative; mature and independent.
- Good phone and email etiquette - we are in a people's industry and therefore appreciate a professional team player who projects a positive image representing the company.
- Other desirable qualities include: detail-oriented, well-organized, self-motivated, hardworking, willing to learn and able to work independent and under pressure.
What we offer:
- An open and collaborative environment; working closely with Singapore & Hong Kong team
- Hybrid work mode - 3 days work from home
- Wellness benefits and medical insurance
- A boutique agency that operates with SOP and systems in place.
- Opportunities to grow – advance to Admin Manager or move into an Events role.
Company information
Employer questions
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- Which of the following languages are you fluent in?