Admin Executive

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Day-to-Day Administrative Operations

Manage day-to-day administrative operations, ensuring smooth workflow and timely completion of assigned tasks.

Maintain and organize company filing systems both physical and digital for easy document retrieval and confidentiality.

Prepare, format, and distribute official documents, correspondence, and reports as required by management or HOD.

Oversee general office upkeep, ensuring cleanliness, tidiness, and a professional working environment at all times.

Coordinate office maintenance, cleaning, schedules, and facility service providers to ensure proper upkeep of the office.

Manage inventory of office supplies and ensure adequate stock levels are maintained.

Meeting, Scheduling and Coordination

Schedule, organize, and coordinate meetings, appointments, and travel arrangements for management and HOD.

Prepare and circulate meeting agendas, take accurate meeting minutes, and ensure timely follow-up on action items.

Liaise with internal departments to ensure smooth communication and coordination of management activities.

Event and Corporate Coordination

Assist in the planning and coordination of company evets such as Chinese New Year celebration, staff gatherings, and other company functions.

Support preparations for prayers, including arranging offerings, materials, and setup according to company practice.

Work closely with vendors and internal committees to ensure events are executed successfully within budgets and timeline.

HR and Worker Administration Support

Assist in monitoring and verifying monthly worker wage reports in coordination.

Maintain and update staff attendance and leave records when required.

Provide administrative assistance in handling CIDB (Construction Industry Development Board) related matters, including registration, renewal, and compliance tracking.

Procurement and Departmental Support

Provide backup support in procurement-related administrative work, including preparing purchase requests, quotations, and documentation.

Assist the HOD in monitoring departmental progress, following up on task deadliness, and ensuring reports are updated.

Provide assistance to team members and perform backup duties when other administrative staff are on leave or unavailable.

General and Ad-Hoc Duties

Handle incoming and outgoing correspondence, phone calls, and inquiries professionally.

Ensure confidentiality and integrity of all company-related information.

Undertake any ad-hoc assignments, projects, or duties as assigned by management or HOD from time to time.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...