Administrative Assistant (Contract role)

Administrative Assistant (Contract role)

Job Responsibilities
  • Data entry and filing.
  • Receive, check, sort, scan and processing of documents.
  • Packing / Unpacking of meeting stationeries.
  • Attend to phone calls and email enquiries.
  • May be assigned to perform registration and polling services at physical/hybrid meetings (off-site), when required.
  • Carry out any other duties that may from time to time be assigned.
  • Reporting to office for work (Normal Working Hours: 8.30am – 5.30pm), maybe required to work overtime, any overtime hours will be compensated by time off in lieu.
  • Contract periods vary from 2 months to 6 months (may subject to extension).
Requirements
  • GCE O-Level & above.
  • Have good communication and basic computer skills such as Microsoft Office.
  • No experience required as training will be provided.
  • Candidates on vacation or NSF awaiting enlistment are welcome to apply.
  • Able to work late hours and on weekends for the last 2 weeks of April 2024 (when required).

IT Set-up Assistant (2-month contract)

IT Set-up Assistant (2-month contract)

Job Responsibilities
  • To support the technical aspects and maintain equipment sufficiency for Physical and Hybrid Annual General Meetings / Polling Events.
  • Setting up and clearing off venues to support back-to-back meetings and events.
  • Packing / Unpacking equipment for meeting sessions.
  • Checking and maintaining of equipment sufficiency.
  • Ensure audio and video connectivity throughout the meetings and events.
  • Ensure network and system availability throughout the meetings and events.
  • Coordinate on client’s requirement for their meetings.
  • Able to confidently and independently support a meeting.
  • Able to troubleshoot and rectify under pressure of time when problem arise.
  • Coordination of schedule for Ad-hoc event crew, marking of attendance, preparation of timesheet (when required).
  • Carry out any other duties that may from time to time be assigned.
  • Most of the time reporting to office for work (Normal Working Hours: 8.30am – 5.30pm), maybe required to work overtime, any overtime hours will be compensated by time off in lieu.
Requirements
  • Good Microsoft Product knowledge: Windows 10 Operating System and Office 365 or Office 2019.
  • Good knowledge to setup Local Area Network and structured cabling.
  • Good communication skills is an advantage.
  • Able to work late hours and on weekends for the last 2 weeks of April 2024 (when required).
  • Have past experience in managing or supporting events.
  • Have past experience in facilitating live questions and answers (Q&A) and/or live polling.
  • Candidates on vacation or NSF awaiting enlistment are welcome to apply.

Client Management Officer (1-year fixed-term renewable contract)

Client Management Officer (1-year fixed-term renewable contract)

Job Responsibilities

A. Business / Management Activity

Operations

  • Attend to stakeholders enquiries and process all submitted documents relating to shareholder services
  • Receive, check, sort, record and process all documents received from shareholder(s) or lodging agent(s) in accordance with the necessary procedures
  • Acknowledge and issue receipt(s) to shareholder(s) or lodging agent(s)
  • Ensure documents and forms are replenished
  • Promptly, accurately, professionally and courteously receive all telephone calls and enquiries and direct and/or relay and record messages accordingly
  • Process corporate actions, transfers, replacement cheques / certificates, proxy votes, and any other client / shareholders’ instructions
  • Support client Shareholders’ Meetings – registration and polling services
  • Proactive participation in projects
  • Proactive participation in User Acceptance Tests
  • Proactive updating of clients’ information in the appropriate system

Client Servicing

  • Know Your Client by developing an in-depth knowledge of their industry and key contacts
  • Develop effective and differentiating servicing techniques that will serve to set us apart in the market and to build and maintain client loyalty
  • Proactively contact and communicate with clients regarding needs, experience and preferences according to a predetermined program. File all correspondences.
  • Identify opportunities to provide value added services to clients
  • Follow and be aware the importance of:
    • meeting current Service Level Agreements (SLAs),
    • minimising operational risk,
    • resolving queries and complaints are efficiently and effectively with the necessary planning, and
    • completing training to facilitate changes to the current environment, new clients and improvements to the service delivery for existing clients
  • Escalate problems, errors and omissions to be dealt with immediately and in the most appropriate manner
  • Coordinate the change of current business processes, procedures, and external party interactions to facilitate the requirements of new clients. This will involve interaction directly with clients and other Boardroom entities
  • Assist Senior Manager / Manager with the communication to all stakeholders at every level internally and externally
  • Assist in following up on outstanding and doubtful debts

B. Function – Specific Activity

  • Carry out any other duties / projects that may from time to time be assigned by Managers / Senior Managers / Director

C. People Management Activity

  • Work in collaboration with SRS colleagues to meet client requirements
Requirements
  • Two to three years experience in Share Registry and/or Client Services
  • A level / Diploma / Degree from a reputable institution
  • You might be required to travel based on business requirements
  • Ability to work in harmony with co-workers
  • Drive for results
  • Determination and persistence
  • Eager and willing to strengthen knowledge base and skills
  • Flexible, honest and loyal
  • Strong business acumen
  • Technical competency
  • Work ethics
  • Resourceful, meticulous and detailed
  • Positive disposition and can-do attitude

Operations Officer 2 – Admin (1-year fixed-term renewable contract)

Operations Officer 2 – Admin (1-year fixed-term renewable contract)

Job Responsibilities

Reception

  • Receive documents at reception
  • Open and record the documents in system
  • Date and time stamp all documents
  • Receive shareholders, technicians, courier, crown staff etc and attend to their queries

Admin

  • Ensure all documents received on a daily basis are delivered to the Teams’ trays timely.
  • Coordinate with CAD on the department’s behalf, the collection and dispatch of documents to CDP, Agent Banks or clients.
  • Promptly, accurately, professionally & courteously receive all telephone calls and enquiries and direct and/or relay and record messages accordingly.
  • Maintaining of department’s spilt operations.
  • Regular monitoring of “srsproxy” email and “srsclientservices” email
  • Processing all proxy forms accordingly received by hand, mail and email into the proxy register on timely manner.
  • Updates of meeting fees to Gemms for revenue monitoring
  • Amendment / update of Admin SOPs.
  • Sending daily REITs report to CDP.
  • Monitor the transactions and prepare billing for SGX lodgement reports in intranet.
  • Responsible for the retrieval, collection, reconciliation and conduct of periodic housekeeping of the document storage boxes (Crown boxes) that are stored at the warehouse
  • Quarterly reconciliation of Crown and provide numbers to Finance for billing clients
  • Daily receive BCAS cheques, open and record in spreadsheet. Pass to Finance on a weekly basis
  • Request / Monitor and follow up on Agent Bank statistics
  • Preparation of LOE/GTC for Docusign
  • Monitor and order all stationeries for the department
  • Reconciliation of cheques /share certs in secured room
  • Any other tasks/project assigned by your superior and management.
Requirements
  • One to two years’ experience in admin roles
  • A level / Diploma from a reputable institution
  • You might be required to travel based on business requirements
  • Ability to work in harmony with co-workers
  • Proactiveness
  • Determination and persistence
  • Eager and willing to add knowledge base and skills
  • Flexible, honest and loyal
  • Strong business acumen
  • Technical competency
  • Work ethics
  • Positive disposition and can-do attitude
  • Resourceful, meticulous and detailed

ESG Intern

ESG Intern

Job Responsibilities
  • Develop a strong understand of BoardRoom’s ESG Access Platform and our Advisory Services offerings.
  • Prepare key information, presentation slides and reports for business meetings.
  • Work closely with the Head of ESG on delivering advisory services to clients.
  • Conduct quality research on the ESG landscape and developing insights.
  • Be the main point of contact for quality after-sales support including trouble-shooting queries related to Boardroom’s ESG Access platform.
  • Handle administrative duties for the team.
  • Any other tasks/project assigned by your superior and management.
Requirements
  • High attention to detail.
  • Ability to multi-task.
  • Time management & planning skills.
  • Experience in client management is a plus.
  • Proficiency in MS Office and CRM software (e.g., Salesforce).
  • Proficiency in English.
  • Degree in business or relevant field.