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Reporting directly to the Administration Manager, the candidate should be a strong individual with experience working across sales and non-sales teams, internal and external parties on administrative and expense related matters.
Roles and Responsibilities
Plan and coordinate office administrative procedures and systems and devise ways to streamline processes
Monitor inventory of office supplies and equipment, with attention to budgetary constraints
Oversee office design, space management, poster arrangement, facilities, corporate services and maintenance activities
Assist in new hire onboarding process and system entitlements
Prepare management reports, review prospects and track travel records
Act as a key contact for Expense matters within PWM Asia
Identify the major cost drivers, review the current practice of expenses and identify the possibilities of cost savings and better expense management
Approve and process employee expense reports, ensure the reports strictly adhere to PWM Asia Expense Policy with all required supporting documentation
Resolve, record and report exceptions in a timely manner, escalate to Administration Manager, if required
Develop, prepare, and present monthly report, analysis and presentation to Management on expenses, payments, actual costs vs. budget
Review and approve cost center / invoices / cheque request approvers and identify changes
Maintain and update PWM Asia Expense Policy on a regular basis
5+ years of Office Administration and Expense Management experience, preferably in Financial Services / Wealth Management / Private Banking
In-depth understanding of expense and office management procedures and policies.
Familiarity with financial and facilities management principles
Highly proficient in MS Office
An analytical mind with problem-solving skills
Excellent organizational and multitasking abilities
A team player with leadership skills
BSc/BA in Business Administration or relative field is a plus