Administration
- Co-ordinate, organise and implement meetings on behalf of the team, including production and organisation of any paperwork, minute-taking as required, and dissemination to other meeting attendees.
- Type meeting notes for the Director and complete any research, data collection or information required as a result of these meetings.
- Research optimum travel prices for Brokers’ travel requirements, produce Travel Request Forms and book travel as required.
- Produce travel itinerary for the Brokers including required documentation in travel pack.
- Liaising with car and hotel companies, ensuring the ACS receives the best travel prices.
- Print, organise and file Group Board documents (including sensitive information, regarding which discretion is essential) for the Director.
- Diarise and prepare for visits to ACS by suppliers, customers, or interviewees, greet and welcome guests on arrival and introduce the visitor(s) to appropriate employee(s).
- Cover the telephones and pick up calls if no-one is available to answer the telephone (e.g. if everyone is already busy on the phone).
- Maintain general tidiness and smart appearance of the office and meeting room.
- Ensure stationery/marketing cupboards are kept fully stocked.
- Sending out marketing to new customers on behalf of the brokers in SYD and BNE.
- Manage meeting room diary.
- Ensure office supplies are stocked, across both offices.
- Collect and file flight files.
- Open and distribute post to the relevant recipient.
- Send Activity Reports to HQ in London.
- Oversee the co-ordination charity, Christmas, and quarterly events for ACS offices.
Human Resources
- Raise Purchase Orders for vacancy postings and send to Human Resources.
- Manage CV’s that are sent to ACS via the Careers Inbox from websites and in the post, daily.
- Telephone screen candidates in a timely manner.
- Regret candidates who are not suitable in a timely manner.
- Coordinate and organise interviews between Directors and Human Resources, including calendar invitations, booking rooms, IT set up, CV & screening notes printed off prior to interview.
- Collect all documents back from new employees as soon as possible and send copies to Human Resources in a prompt and timely manner.
- Obtain photograph of new employees prior to starting (or on their first day if it has not been possible to obtain one before) and send to Human Resources.
- Conduct Health & Safety Induction for all new employees on first day.
- Liaise with relevant company re: medical etc. applicable to local law.
- Create new employee files and maintain files in line with the HR file audit.
- Work alongside Human Resources with keeping a tracker of the file audit for the employees and submit this to HR each quarter.
- Record holiday & sickness using trackers provided by Human Resources
- Keep the Human Resources team up to date with any information which you feel they should be aware of.
IT
- Resolve computer problems assisted by IT Singapore.
- Assessing with IT if system needs upgrading.
- Relay any pertinent computer issues to IT in Singapore.
Finance
- Enter Invoices from Accounts.
- Print Invoices & post.
- Monthly credit card reconciliations.
Other
- To complete any reasonable instruction from a more senior person.
- This should not be regarded as an exhaustive list of duties and the job description may be amended from time to time.
- Deal with day-to-day office building queries and arrange maintenance or repairs where appropriate, with reference to Country Manager for approval where necessary.
- Regular liaison with service providers.
- Manage Health and Safety in the office to comply with local legislation.
- Manage office supplies and purchase within budget agreed by Country Manager.
