Office Administrator - Mindshare

Job Reference: HH100
Employer/Agency: Mindshare
Location: Singapore
Salary/Package: On application
Job Sector: General Management & Consulting
Date Posted:
Closing Date:

Overview of job

As the Office Administrator, you will be managing the Reception and the Administration area. You are an organised & self-driven person, who will assist the secretarial team. You are also driven to keep the front desk and administrative processes of the office running smoothly. You have a pleasant personality, are cheerful and have a proactive working attitude in organising work to meet objectives.

Reporting of the role

This role reports to the Executive Assistant.

3 best things about the job:

A fun environment that combines the enjoying work and life in balance
An opportunity to learning and growing in a team that is committed to work hard and play hard
A chance to work with an award winning Media Agency
Measures of success –

In three months:

Demonstrate better understanding with individuals and processes that you will be supporting
Come-up-to-speed with all day to day office activities
Work independently with minimum supervision with experience in general administration
Responsibilities of the role:

Manage front desk services such as attend to walk-in visitors, answer and transfer calls
Daily distribution of incoming newspapers, mails and magazines
Daily competitor ads tracking for clients
Schedule media owner presentation as and when required
Update Monthly staff phone directory and circulate internally
Arrange local and overseas courier services and submission of invoice to Finance team
Check and tally invoices vendors & suppliers
Maintain meeting rooms reservation and assist on setup for meeting rooms and workshops
Ordering of staff business cards
Ordering of pantry and stationery supplies, as well as with other vendors
Maintain tidiness of stationeries in cupboards
Daily updating of data online
Point of contact for office equipment faulty
Maintain tidiness of meeting rooms and reception area
Assist in food ordering for Pitch, workshop, meeting and training if any
Maintain Log-in/out book for portable projector, clicker and connector loaning
Maintain locker labels printing for new hire and remove of locker labels for exit hire
What you will need:

Possess “O” level and above
Background of some administrative & reception experience will be an advantage
Able to multitasking and organised
Good interpersonal skill
Good spoken and written communication skill in English
Good personality and humble character
About Mindshare

Mindshare, the global media agency network, and part of WPP, the largest marketing communications network in the world, has more than 7,000 employees, in 116 offices across 86 countries. Mindshare APAC has won over 300 awards in 2014/2015 and was the most awarded agency at the 2015 Campaign Asia Awards Festival. Mindshare was also recognised as the SMARTIES™ APAC ‘Agency Network of the Year 2015’ for the third consecutive year. Mindshare is also home to The 2015 Festival of Media Asia Pacific Rising Star – Jason Maggs.

To learn more about Mindshare and our philosophy of Original Thinking, visit us at

About Singapore

GroupM Singapore operates in one of the most dynamic and exciting environments in the world. Although it is a small domestic market, there is a vibrant media industry which is undergoing rapid evolution as digital technology reshapes the way marketing supports advertisers’ needs. Being at the crossroads of Asia means that aside from the local clients and media owners, we also have a high proportion of multi-national clients and media owners.

As the largest media investment management company in Singapore with over 41% market share (Recma) and over 650 employees, GroupM Singapore is the premiere organisation to join and develop a career in.

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