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Office Administrator

Job ID 19002523 Singapore, Singapore

Kroll is the leading global provider of risk solutions. For more than 45 years, Kroll has helped clients make confident risk management decisions about people, assets, operations and security through a wide range of investigations, cyber security, due diligence and compliance, physical and operational security and data and information management services.  Kroll is a division of Duff & Phelps, the global advisor that protects, restores and maximizes value for clients in the areas of valuation, corporate finance, investigations, disputes, cyber security, compliance and regulatory matters, and other governance-related issues. We work with clients across diverse sectors, mitigating risk to assets, operations and people. With Kroll, a division of Duff & Phelps since 2018, our firm has nearly 3,500 professionals in 28 countries around the world.


Responsibilities:

 

Admin

  • Provide secretarial and administrative support to professional staff
  • Maintain records and databases
  • Handle correspondence and general file administration
  • Co-ordinate with overseas offices and external suppliers
  • Handle incoming calls and answer general enquiries
  • Make travel and visa arrangements for professional staffs/key sub-contractors
  • Renew and negotiate with corporate travel agency/corporate hotels engagement
  • Manage/apply TG (Training Grant) for staffs who attend courses that under WDA and register external seminars for the professional staffs
  • Manage AGD account for the e-invoice submission
  • Supporting IT in basic set up of laptops as well mobile phone/bills management
  • Manage the procurement of office and pantry supplies and other items as needed
  • Be a key liaison with SG landlord for the lease, vendors for photocopier, cleaning services, office plants, air-con agreement and alarm security etc.
  • Be a key liaison with building management, office cleaners, regional finance, legal and HR

  • Assist in case opening/conflict check/time entry/generate proforma report

  • Carry out any other responsibilities as assigned by senior management

  • Carry out Ad hoc tasks when required

Finance

  • Prepare monthly Expense statements (credit card, cash reimbursements)
  • Check daily/monthly invoices, send for approval and submit to finance department

Legal

  • Assist legal team with loading contract templates onto Sharepoint

  • Assist legal team to provide administrative support for the set-up of new/expiring Independent Contractors’ (IC) for South East Asia, using standard legal/compliance standard templates and processes; arrange associated background checks; send completed documents to the Associate General Counsel for approval; act as go-between if IC has any requested changes/questions on agreements/processes

  • Manage and promptly distribute registered mail confidentially as required e.g. corporate secretary or finance regarding tax filings

HR

  • Assist with MOM filings, work passes submission and job posting on SG government Jobs Bank
  • Update work visa status excel file
  • Manage and record SG annual leave/sick leave/exam leave/childcare leave/paternity leave etc. requests
  • Assist with medical claim submission
  • Assist in exit logistics for the leavers
  • Assist in reviewing business card layout

Office Security/facilities/licensing/Company Insurance

  • Being the lead Fire & Safety Warden for the office and manage office’s security

  • Ongoing maintenance of furniture/fittings/scanner/fax machine/photocopiers, working with IT on any equipment issues

  • Ensure Singapore business licence requirements are kept up to date (annual filings, filings when changes of directors, filings when employees achieve individual licenses)

  • Ensure the company insurance is renewed annually and valid

Requirements: 

  • Minimum of 4 years of relevant administrative experience
  • Advanced skills in Microsoft Word, Excel and PowerPoint
  • Highly organised with the ability to manage time and projects effectively
  • High level of interpersonal skills
  • Experience in similar field, i.e. financial services or accountancy
  • Ability to communicate effectively
  • Fast thinking, proactive and confident working unsupervised using own initiative
  • Strong attention to detail and high levels of integrity
  • Excellent English verbal and written communication skills
  • Proven organisational skills with the ability to prioritise heavy workloads and remain calm under pressure

In order to be considered for a position at Duff & Phelps, you must formally apply via careers.duffandphelps.jobs 

Duff & Phelps is committed to equal opportunity and diversity, and recruits people based on merit.

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